POSITION SUMMARY
The Commercial Sales Administrator provides administrative, marketing, and coordination support to the commercial sales organization. This position maintains the integrity of customer and pipeline data in the CRM system, coordinates sales and marketing events and trade show logistics, supports manufacturers’ representative reporting and commission tracking, and administers seminar and community outreach programs. Success in this role requires strong organizational skills, close attention to detail, and the ability to manage multiple concurrent priorities in a fast-paced environment while handling confidential information with discretion.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following functions are essential to this position.
1. CRM Data Management. Maintain accurate and current customer and vendor records, at both the contact and company level, within the CRM system. Partner with Sales and Estimating to update and maintain leads and the sales deal pipeline across all business lines. Generate routine CRM reports and audit records for completeness, accuracy, and consistency.
2. Marketing Support. Coordinate with the Marketing Manager to order, inventory, and organize marketing materials, and monitor usage and reorder points. Assist with updating and assembling PowerPoint presentations. Arrange trade show booth logistics, including shipping and receiving, and confirm that materials arrive on schedule and in usable condition.
3. Sales and Marketing Event Coordination. Book hotel accommodations and dinner reservations in support of local plant tours. Communicate and confirm schedules and travel arrangements with customers. Plan and coordinate lunches and other events on and off campus. Provide logistical support for national trade show events.
4. AIA Seminar Administration. Log seminar activity in the AIA portal. Issue certificates of completion to attendees. Coordinate and order catering for seminar sessions.
5. Manufacturers’ Representative Support. Provide reporting to manufacturers’ representative teams on bids, upcoming work, and commission activity. Supply marketing materials and assist with coordinating representative events. Track commission payments in accordance with executed representative agreements and submit reconciliations for management review and approval.
6. Process and Records Organization. Improve and maintain file structures and systems for shared assets. Assist in developing and documenting standard operating procedures for the sales and engineering teams. Manage day-to-day sales office administrative functions.
7. Community Outreach Support. Assist in planning and coordinating company-sponsored community outreach events.
ADDITIONAL RESPONSIBILITIES
- Provide general administrative support to the sales and marketing functions.
- Perform other duties as assigned.
SUPERVISORY RESPONSIBILITY
This position has no direct supervisory responsibility.
QUALIFICATIONS
Required
- High school diploma or equivalent.
- [Three to Five (3-5)] or more years of administrative, sales support, or marketing coordination experience, or an equivalent combination of education and experience.
- Proficiency in HubSpot CRM platform and Microsoft Office; Including Word, Excel, PowerPoint, and Outlook.
- Working knowledge of CRM software and demonstrated ability to learn new systems quickly.
- Demonstrated organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
- Strong written and verbal communication skills, including professional interaction with customers, vendors, and internal teams.
- Demonstrated ability to handle sensitive and confidential information with discretion.
Preferred
- Experience supporting a manufacturing, construction, or building products sales organization.
- Experience coordinating trade shows or corporate events.
- Experience administering continuing education or accreditation programs, such as AIA.
- Experience maintaining HubSpot customer relationship management platform.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met to successfully perform the essential functions of this position.
- Regularly required to sit; use hands to finger, handle, or feel; and talk and hear.
- Frequently required to stand, walk, and reach with hands and arms.
- Regularly operates a computer and other standard office equipment for extended periods.
- Occasionally required to lift and/or move up to 25 pounds, including marketing materials, booth components, and event supplies.
- Specific vision abilities required include close vision and the ability to adjust focus.
WORK ENVIRONMENT
- Work is primarily performed in a climate-controlled office setting with a low to moderate noise level.
- Occasional exposure to manufacturing plant environments during customer tours, where personal protective equipment may be required.
- Occasional work at off-site event and trade show venues, which may involve extended standing and setup activity.
TRAVEL
This position requires minimal travel, estimated at approximately [5-10%] of working time, primarily for trade shows, customer events, and representative meetings. Travel may include overnight stays and occasional evening or weekend hours.
