Job Title: Sales Administrator
Department: Commercial
Reports To: Sales Operations Manager
FLSA Status: Exempt, Salary, Full-Time
Shift: Monday – Friday, standard day schedule.
Travel: Occasionally for trade shows and events (5%).
Supervisory Level: None
Job Description
Based in our Hood River office, the Sales Support Specialist provides administrative and operational support to defined go-to-market processes. Working cross-functionally with Account Management, Product, Planning, Finance, Technical Support, and Engineering, this role helps ensure responsive and accurate customer service.
Primary responsibilities include coordinating customer onboarding, commercial record maintenance, order execution support, and project-based data analysis. This role provides broad exposure to Sightline’s commercial operations and may offer a pathway to a Commercial Account Manager position based on performance and business need.
Sales Administration and Data Management
- Coordinate customer onboarding by collecting required documentation, maintaining accurate account records, tracking time-sensitive requirements, and communicating status across teams.
- Support Account Managers and Business Development personnel by maintaining accurate customer, opportunity, quote, and sales order records in NetSuite and other internal systems.
- Maintain account documentation and coordinate legal agreements, loaner equipment, supplier forms, and other required customer records.
- Track sales activities and open actions, prepare routine reports, and provide administrative support throughout the sales process.
- Develop and maintain broad working knowledge of Sightline products, commercial processes, and internal systems to support customer and route questions appropriately.
Project Based Data Analysis
- Complete project-based data analysis to support customer reviews, pipeline and backlog management, assessments of customer product adoption and software-feature usage, and other ad-hoc reporting.
- Collect, validate, and organize data from NetSuite and other resources; identify trends, discrepancies, and actionable findings to present clear summaries to internal stakeholders.
Order Processing and Coordination
- Enter and maintain accurate commercial records in NetSuite as needed to support defined order and account processes.
- Coordinate with Production, Planning, Finance, and Logistics to support order fulfillment and delivery.
- Monitor order progress, maintain accurate customer-facing updates, and respond to routine post-sale inquiries.
Relationship Management and Customer Inquiry
- Support Account Managers in maintaining responsive, professional relationships with existing and prospective customers.
- Coordinate follow-up on open quotes, orders, documentation, and routine customer requests. Identify and route potential opportunities to the appropriate Account Manager.
- Partner with Technical Support to ensure post-sale questions are routed, tracked, and communicated appropriately.
- Support Account Managers with inbound customer inquiries. Gather required information, coordinating routine documentation, and routing questions to the appropriate team members.
- Provide timely, accurate information regarding sales processes, product availability, documentation, and order status.
Quote and Proposal Support
- Support Account Managers and other account owners by gathering the customer and product information required to prepare accurate quotes and proposals.
- Assist with the preparation of quotes as needed using approved pricing, templates, and processes.
- Support coordination of technical input and internal approvals with Product, Engineering, Technical Support, Finance, and other stakeholders.
Qualifications:
- Bachelor’s degree in business or a related field preferred, or equivalent mix of education and experience.
- 2+ years of experience in sales support, customer service, sales operations, or a related administrative role.
- Excellent written and spoken communication skills.
- Strong attention to detail, organized, follow-through, and ability to work independently and collaboratively.
- Ability to travel periodically for trade shows or events (approximately 5%).
- Must be authorized to work in the United States on a full-time basis.
Preferred Experience:
- Experience in the high-technology industry, uncrewed aerial vehicles, or aerospace and defense.
- Experience with NetSuite or similar ERP or CRM system.
- Experience in quoting and order management.
Competencies: To perform the job successfully, an individual should demonstrate the following competencies:
Apply Expertise in Technology
Complies with policies on acceptable use of technology; Applies knowledge of computer skills to perform the job successfully; Displays the ability to learn new computer skills.
Strategic Thinking
Develops strategies to achieve organizational goals. Understands organizations’ strengths and weaknesses. Analyzes market and competition to identify external threats and opportunities. Adapts strategy to changing conditions.
Planning/Organizing
Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
Business Acumen
Ability to connect people with strategies for operational and financial outcomes.
Learn & Research
Demonstrates the understanding of newly presented information and retention for future applications.
Math Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Reliability
Good attendance; Balances professional and personal commitments effectively; Delivers work product on time and within the assigned parameters of the task.
Cultural Awareness
Awareness to think and act in intercultural environments appropriately; Respecting the diverse backgrounds of the people around them.
Gives & Receives Feedback
Articulates positive and constructive feedback appropriately; Gives recognition to a job well done; Upholds accountability; Accepts feedback from all employees.
Communication & Collaboration
Works effectively within a team; Shares information and acknowledges others’ efforts; Helps others when workloads are high; Keeps team and supervisor information of tasks.
Analytical
Synthetizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data
Innovation
Generates creative and original ideas of approaches; Seeks to improve performance; Proactive to identify and create new opportunities.
Physical Demands:
This role requires standing, walking, and sitting for extended periods; communicating in person and by phone; using hands to operate objects or controls; and reaching with hands and arms. Occasional stooping, kneeling, bending, crouching, and lifting up to 25 pounds may be required. Close and distance vision, depth perception, color vision, and focus adjustment are also needed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment
Work is performed primarily at a desk using standard office equipment in a quiet, casual environment that encourages open communication, teamwork, mutual respect, and alignment with the organization’s mission, values, and goals.
This job description may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required to do this job.
Skills Required
- Bachelor's degree in business or a related field, or equivalent combination of education and experience
- At least 2 years of experience in sales support, customer service, sales operations, or a related administrative role
- Excellent written and spoken communication skills
- Strong attention to detail, organization, follow-through, and ability to work independently and collaboratively
- Ability to travel periodically for trade shows or events, approximately 5%
- Authorization to work full-time in the United States
- Experience in the high-technology industry, uncrewed aerial vehicles, or aerospace and defense
- Experience with NetSuite or a similar ERP or CRM system
- Experience in quoting and order management
What We Do
Sightline Intelligence (formerly SightLine Applications) develops onboard video-processing and edge-AI systems for advanced camera platforms. Its low size, weight, and power hardware and software analyze live imagery to detect, track, and classify targets, helping defense OEMs, integrators, and end users support intelligence, surveillance, reconnaissance, and other mission-critical operations. Founded in 2007, the company also incorporates vision-based AI into its processing capabilities.
