Sales Team Administrator

Essential Duties and Responsibilities

• Prepare and format sales quotations and related documents based on input from the sales team, ensuring accuracy and professional presentation in alignment with company standards.
• Enter and process customer purchase orders in the ERP system, verifying all details for accuracy (pricing, part numbers, terms) and updating order status to enable timely fulfillment and delivery tracking.
• Maintain organized sales records and data within company systems—including quote logs, order files, and customer information—and ensure data integrity in relevant platforms such as Salesforce and GSS.
• Cook up and schedule customer visits and on-site meetings, working with internal teams to arrange facility tours, agendas, and any accommodation needed for visiting clients.
• Aid with travel arrangements for sales team members and visiting customers, including booking transportation and lodging and preparing detailed itineraries as required.
• Provide general administrative support to the Sales Department, such as scheduling team meetings, preparing meeting materials or presentations, handling correspondence, and supporting onboarding of new sales team members with tools and documentation.

Knowledge, Skills & Abilities

• Strong organizational skills and attention to detail, with the ability to maintain accurate records and manage multiple tasks simultaneously.
• Excellent written and verbal communication skills, with professional phone and email etiquette for effective coordination with internal teams and external contacts.
• Ability to multitask and prioritize effectively in a fast-paced environment while maintaining quality and accuracy.
• Proficiency with Microsoft Office Suite, especially Outlook, Word, and Excel, and general comfort with computers and standard office software.
• Experience with ERP or order entry systems for processing quotes and purchase orders is preferred.
• Familiarity with Salesforce or other CRM software is a plus, with the ability to learn and use such tools to update customer records or run basic reports.
• A positive attitude and willingness to learn, demonstrating flexibility and a proactive, team-oriented approach.

Qualifications & Experience

• A high school diploma or equivalent required; an associate or bachelor’s degree is not required.
• Prior experience in administrative support, sales support, or office coordination.
• Experience in a manufacturing or technical product environment is preferred but not required.
• Proven ability to work collaboratively as part of a team, manage confidential information with discretion, and provide timely support to multiple stakeholders.

Travel

• This position requires minimal travel. It is primarily an in-office role.
• Occasional local travel for training sessions or to assist with special events and customer visits may occur, but such instances are infrequent and typically planned in advance.

Physical Demands and Work Environment

• While performing the duties of this job, the employee is frequently required to sit; use hands to handle, or feel computer keyboard, objects, or tools; talk and hear. The employee regularly is required to walk and reach with hands. The employee is occasionally required to stand and frequently uses a computer keyboard.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus.
• The employee views computer monitor frequently.

Switchgear Power Systems is an equal opportunity employer.