Sales Administrative Assistant

Job Description

The Sales Administrative Assistant provides administrative and operational support to the Sales Department while serving as a primary point of contact for customers, vendors, and fire service personnel.  This position coordinates a variety of sales-related activities including contract and quote review processes, bid and performance bonds, certificates of insurance and origin, customer visits, trademark and patent documentation, and company store operations.  The position reports directly to the Director of National Sales & Marketing.

Essential Job Functions
 

Sales & Contract Administration

• Coordinate the distribution, tracking, filing, and follow-up of contracts, quotes, sales order changes, and other sales documentation requiring departmental review.
• Coordinate Quote Review Requests, including verifying and organizing required information, formatting appropriate fire apparatus information, maintaining supporting documentation within established company files, and updating the Company/BID Document Folders and Quote/Bid Spreadsheet.
• Work with internal and external sales representatives to obtain information, communicate documentation requirements, and provide ongoing administrative support throughout sales-related processes.
• Read, organize, and process contracts and other business documentation requiring accuracy, confidentiality, and high attention to detail.
   

Bonds, Insurance & Sales Documentation

• Coordinate bid bonds and performance bonds, including gathering required information, submitting requests, tracking completion, and distributing final documentation to appropriate parties.
• Create and process certificates of origin and odometer statements and maintain related records.
• Track trademark and patent follow-up requirements and associated deadlines.
   

Front Desk, Customer & Visitor Coordination

• Serve as a primary point of contact for customers, vendors, fire service personnel, sales representatives, and other visitors, providing professional assistance and direction.
• Answer and route incoming telephone calls to respond to general inquiries.
• Face-to-face work to assign outside vendors to various Seagrave internal associates.
• Coordinate conference room scheduling and maintain the Visitor Calendar for customer and company visits.
• Prepare and distribute a weekly customer upcoming visitors announcement which communicates scheduled Pre-Construction, In Process and Final Inspection visits to appropriate internal personnel.
   

Company Store Administration

• Coordinate day-to-day operations of the company store, including merchandise ordering, inventory management, organization, stocking, and in-person store activity.
• Maintain store records and merchandise information, assist with customer/employee transactions and related inquiries, and coordinate routine cash/change or transaction needs.
• Track store sales and prepare month-end reporting for submission to accounting.

General Administrative Support

• Order and maintain office and breakroom supply for sales, purchasing, conference rooms, and other assigned areas.
• Maintain filing of departmental records, reports, and supporting documentation.
• Utilize Microsoft Office and Adobe applications and company-specific systems, including quote-writing software, to prepare, track, organize, and communicate sales information.
• Communicate and coordinate with executives, Sales leadership, internal departments, sales representatives, customers, vendors, and other business partners.
• Participate in Sales staff meetings and other departmental meetings as requested.
• Perform other administrative and sales-support duties as assigned.

Job Requirements

• 1+ year of administrative assistance, sales support, or similar professional experience.
• 2+ years of face-to-face customer service experience.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, Abode and PowerPoint.
• Experience with quote-writing or comparable business software preferred; ability to learn company-specific systems preferred.
• Experience working with contracts, sales documentation, or similar detailed records required.
• Notary Public preferred but not required; willing to obtain after hired.

Skills & Abilities

• Strong organizational skills with the ability to manage multiple priorities, deadlines, and requests.
• High attention to detail and accuracy when working with contracts, quotes, bonds, insurance documentation, reports, and customer information.
• Ability to read, understand, organize, and process business and legal documentation.
• Ability to communicate professionally and collaborate effectively with customers, vendors, fire service personnel, sales representatives, executives, leadership, and cross-functional departments.
• Ability to work independently, exercise sound judgment, and follow assignments through completion.
• Ability to maintain confidential and sensitive business information appropriately.
• Ability to sit for extended periods and perform the physical requirements associated with routine office and company store responsibilities.

INDHI