Fenix Usa

The Sales Ops Admin supports the sales team in delivering a world‑class experience to our customers, while interfacing with Finance and Accounting to ensure complete and accurate record keeping of deals throughout the process, from pipeline through invoicing and installation. This position requires strong analytical skills, the ability to effectively collaborate across departments and an extreme attention to detail. Excellent customer service and inside sales skills are essential.

Finance and Accounting

• Ensure accurate and timely data entry and maintenance of opportunities in HubSpot.
• Create, update, and audit various ad‑hoc sales reports in HubSpot for Finance and Sales teams upon request, identifying and addressing discrepancies proactively.
• Act as liaison between Accounting and Sales to answer any questions on the booking process or how data has been entered.
• Work with Sales Reps to prepare estimates for customers that adhere to the company’s internal financial and deal guidelines.
• Prepare purchase orders to manufacturing vendors that match estimates.
• Prepare accurate and timely invoices in QuickBooks Online (QBO) that adhere to guidelines established by Accounting and send them to customers upon closing of deals.
• Analyze transaction records (e.g., estimates, POs, and invoices) to comply with financial policies and procedures.
• Maintain an organized database of all supporting sales documents (estimates, POs, invoices).
• Maintain product SKUs, prices, and customer lists in QBO and ensure parallel accuracy of such lists in HubSpot.
• Provide customer service to customers regarding invoicing and billing.
• Help bring vendors, customers, sales, and finance together to reconcile booking‑related inquiries.
• Manage customer expectations and ensure they can be met.
• Assist with new customer onboarding, ensuring compliance with onboarding requirements.
• Remind clients to make timely payments and conduct AR collections calls and emails when needed.
• Ensure compliance with and timely completion of month‑end routines.

Required Skills

• Strong Microsoft Excel skills.
• Proficiency in QuickBooks Online and HubSpot preferred.
• Extreme attention to detail and ability to follow detailed processes accurately the first time.
• Experience in the wholesale utility supply industry (water, gas, electric utilities).
• Experience in raising and resolving transactional disputes and an aptitude for identifying and resolving root causes.
• Confident and comfortable communicator, in person, via telephone, or email.
• A team player with a can‑do attitude and a passion for accuracy and integrity.
• Comfortable working in a fast‑paced environment.
• A natural curiosity and desire to problem‑solve; taking professional pride in efficiently processing disparate data to deliver uniform results.

Compensation

We offer a competitive base salary tailored to your experience and market, an uncapped commission structure with high earning potential, and a full benefits package including medical, dental, vision, 401(k), and paid time off. For the right candidate, a signing bonus may also be available.

Why This Role

This is a full‑time, high‑impact role with strong growth opportunities for candidates who are self‑starting, strategic, and ready to lead in a rapidly evolving market.