Executive Sales Administrator

Responsibilities

• Cook up and assist in the sales administration process for U.S. customers.
• Act as the primary liaison for customers concerning orders, delivery status, documentation, invoicing, payment follow-up, and general account support.
• Communicate professionally with customers via email and phone in English and Spanish.
• Collaborate with internal departments such as sales, production, purchasing, inventory, billing, and logistics to ensure accurate and timely order fulfillment.
• Check and verify order details, including purchase orders, billing information, dispatch instructions, shipping requirements, and customer-specific requests.
• Send order confirmations, invoices, shipping documents, manuals, and other necessary documentation to customers.
• Follow up on customer inquiries, open orders, pending items, delivery dates, payments, and special instructions.
• Coordinate equipment availability, preparation, delivery timelines, and dispatch with production, workshop, suppliers, purchasing, and transportation providers.
• Handle special customer requirements, such as decals, requested options, export inspections, import records, washing certificates, and equipment manuals.
• For customers lacking established credit, coordinate deposits, balances, and payment confirmation before dispatch.
• Maintain organized records of customer communications, orders, purchase orders, invoices, payments, shipping documents, and related files.
• Support management and the sales team with reports, customer follow-up, order tracking, and administrative tasks as needed.

Requirements / Qualifications

• A high school diploma or equivalent is required.
• A bachelor’s degree is preferred.
• Minimum of 5 years of experience in sales administration, customer service, inside sales support, account coordination, order processing, or a related commercial/administrative role.
• Experience handling direct communication with U.S. customers is required.
• Excellent verbal and written communication skills in English and Spanish are required.
• Advanced Microsoft Excel skills are required, including spreadsheets, filters, formulas, reports, data tracking, and customer/order follow-up controls.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Experience working with purchase orders, invoices, shipping documents, customer accounts, payment follow-up, or order fulfillment is required.
• Strong organizational skills, attention to detail, follow-up, and ability to manage multiple priorities.
• A professional presence and ability to communicate with customers, vendors, internal departments, management, and executive-level contacts.
• The ability to work independently while collaborating with multiple departments.
• Experience supporting or managing U.S. customer accounts is strongly preferred.
• Experience in equipment sales, logistics, aviation, manufacturing, export, or industrial services is a plus.
• Experience with CRM, ERP, order tracking systems, or customer databases is a plus.

Benefits

• A competitive benefits package that includes medical, dental, and vision coverage, 401(k) with company match, paid time off and paid holidays, and company-sponsored short-term disability, long-term disability, and life insurance, subject to eligibility and plan terms.

Pay

• Competitive salary based on experience and qualifications.

Schedule

• Monday to Friday, 8:00 a.m.–4:30 p.m. (ET).