The Sales Support Administrator is the first point of contact for customers and callers with inquiries, requests or other needs related to DATTCO's School Bus division. This role handles general inquiry and complaint call volume, coordinates day-to-day charter administration, and manages key financial coordination, including bookings, revenue coding, and accounts receivable/collections. The coordinator’s role supports the success of the Division by freeing up time for the School Bus Charter Sales Manager and other sales staff to focus on relationship-building and growth. The ideal candidate is detail-oriented, comfortable on the phone, good with numbers and process, and enjoys solving problems for customers.
This role is often the first — and sometimes the only — voice a customer hears from DATTCO. By handling calls, keeping bookings accurate, and staying on top of receivables, this position protects the customer experience while keeping the sales team's time focused on selling, not administration. This position is essential to support the continued growth of DATTCO's School Bus division while reinforcing the company's reputation for outstanding customer service.
- Answer incoming calls, serving as the first point of contact for general inquiries, complaints, and charter questions
- Field and resolve routine questions and complaints directly; route only what genuinely requires the Sales Manager or senior staff
- Take charter trip inquiries by phone, email, and online request, and log details accurately
- Keep customers informed and follow up in a timely way
- Monitor outstanding customer balances and follow up on overdue accounts
- Process and track payments, invoices, and billing questions from customers
- Coordinate with Finance on collections issues and payment discrepancies
- Maintain accurate AR records and flag at-risk accounts
- Enter and maintain the charter bookings list, keeping trip and account details current
- Work with Finance to code revenue correctly by trip, account, and category
- Prepare and maintain documentation supporting quotes and confirmed bookings
- Reconcile booking records against billing to catch errors early
- Pass along qualified opportunities and relevant trip details to the Sales Manager
- Prepare preliminary information for quotes when requested
- Keep sales records and pipeline notes current
- Maintain customer and charter records
- Assist with reports as needed
- Other duties as assigned
- High school diploma or GED required
- Previous customer service, administrative, or billing/AR experience preferred
- Experience in hospitality, retail, transportation, or another high-call-volume environment is a plus
- Strong phone presence; able to defuse and resolve complaints professionally
- Comfortable with numbers, billing, and basic financial recordkeeping
- Excellent organizational skills and attention to detail
- Ability to manage multiple priorities in a fast-paced environment
- Comfortable using Microsoft Office and learning new computer systems
- Positive attitude, strong work ethic, and willingness to learn
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other protected class.
