Admin Coordinator Jobs (NOW HIRING)

Primary Function

The Sales Admin Coordinator is responsible for accurately processing and invoicing equipment sales for the Sales Department, including Caterpillar and other vendor equipment, work tools, trailers, and related accessories. The role works collaboratively with Sales Administrators, Coordinators, Accounting, Finance, Sales Representatives, and Sales Managers to ensure timely and accurate completion of sales transactions.

Essential Duties

Billing, Invoicing, and Sales Order Processing

• Process billing and invoicing for new, used equipment including Caterpillar and non-Caterpillar machines, work tools, trailers, and related accessories
• Prepare sales deals for invoicing by reviewing documentation and adding applicable costs such as delivery, Product Link, CVAs, warranties, and other charges through journal entries
• Review and verify pricing, costs, and deal details to ensure accuracy prior to invoicing
• Generate and distribute invoices to customers and internal stakeholders
• Create sales orders including equipment, work tools, pricing, down payments, trade-ins, and equipment movement records
• Process miscellaneous invoicing and assist with purchase order processing to support timely and accurate billing

Rental and Equipment Transaction Support

• Support billing activities including creation of rental contracts, invoicing, credits for Rental Purchase Options, and standard rental billing
• Process billing and transfers for machines sold or transferred to other Caterpillar dealers
• Collaborate with the Work Tool Sales Administrator to set up customer accounts and sales orders for attachment invoicing

Caterpillar Systems, Credits, and Compliance

• Submit machine sales and records through the Caterpillar Scoring (Pinning) process for equipment and applicable work tools
• File Caterpillar Marketing Support Program credits through the GCSS system and validate credit calculations
• Reconcile credits with Caterpillar and apply them accurately to each sale
• Coordinate with Caterpillar NACD group and National Account Managers to update equipment models in GCSS for credit eligibility

Financial Reporting, Reconciliation, and Audit Support

• Prepare monthly commission reports by calculating commissions and bonuses and maintaining support spreadsheets
• Distribute commission reports to Sales Managers, incorporate revisions, and submit finalized reports to Payroll
• Assist with accrual and marketing fund account management including reconciliation and balance tracking
• Participate in annual audits by supporting Accounting with research, journal entry reconciliation, and equipment cost movement

Cross-Functional Coordination and Tax Compliance

• Manage tax compliance processes by collecting and maintaining customer tax certificates and ensuring accurate tax application
• Partner with Sales Representatives, Finance, Accounting, and Tax Manager to gather documentation and ensure accurate invoicing
• Manage and reconcile marketing funds by coordinating with Service, Marketing, and Rental teams and allocating funds through journal entries

 Minimum Requirements

Education 

Associate’s degree in related field; bachelor's degree in business or a related field preferred, or equivalent combination of education and relevant work experience.

 Work Experience

• 0-1+ years' experience in sales or admin support roles.

Physical 

• Ability to work at a computer for extended periods.
• Ability to communicate clearly and professionally in person, by phone, and via email.

 Other

• Sales order processing, invoicing, or billing experience preferred.
• Customer service and internal coordination experience preferred.
• Basic accounting or data entry functions experience preferred.
• Demonstrated experience with computer-based systems and applications.
• Proficiency with standard PC software, including Microsoft Office (Excel, Word, Outlook).  Solid understanding of ERP Systems.

This job description is not intended to be all inclusive. Your supervisor may request and assign you similar duties. Any major modifications to this job require Human Resources approval.

Equal Opportunity Employer/Vets/IWD.  Gregory Poole Equipment Company is an Equal Opportunity employer to all protected groups, including protected veterans and individuals with disabilities.