We are seeking a highly organized and detail-oriented Sales Administrator to provide administrative and operational support to the Sales Department.

This position is responsible for preparing the documents, requests, and internal processes required to move a sales opportunity from an initial customer conversation to a signed agreement.

The Sales Administrator works closely with sales representatives, internal systems, managers, and external leasing companies. While sales representatives are responsible for determining customer relationships, pricing, and commercial terms, the Sales Administrator ensures that those decisions are accurately reflected in proposals, agreements, financial documents, and internal systems.

This is a highly detail-driven role where accuracy, consistency, organization, and adherence to established procedures are essential. Missing information should be identified and escalated rather than assumed or completed without confirmation.

---

Key Responsibilities

1. Proposal Creation

• Create client sales proposals in the CRM at the request of sales representatives.

• Build proposed solutions using the appropriate configuration tools.

• Ensure equipment, accessories, volumes, rates, fees, and lease terms match exactly what was quoted by the sales representative.

• Validate every proposal request before building the proposal.

• Confirm:

  • Equipment make and model
  • New or used equipment status
  • Accessories
  • Volumes
  • CPC rates
  • Profit margin
  • Buyout amounts
  • Installation charges
  • Deal type
  • Contract or lease term

• Never assume or independently fill in missing information on behalf of a sales representative.

• For used equipment requests, verify equipment availability and installed accessories.

• Apply the appropriate CPC markup according to established sales documentation.

• Generate proposal documents using the correct Microsoft Word template according to the deal structure, including:

  • Bundled leases
  • Separate lease and service agreements
  • Purchases
  • Rentals
  • Multi-financial agreements

• Review completed proposals against the original sales request.

• Save and distribute finalized proposals in PDF format.

---

2. Credit Approval

• Submit customer credit approval requests to approved external leasing companies.

• Route new customers to the primary leasing company first and existing customers to their current leasing provider when applicable.

• Gather all required customer information, including:

  • Legal business name
  • Installation address
  • Telephone number
  • Tax ID

• Pull the correct lease payment information from the proposal before submitting the request.

• Forward all leasing company responses, including approvals and declines, to the appropriate sales representative and internal stakeholders.

• Submit requests to alternative approved leasing companies when a customer is not approved by the initial provider.

---

3. Buyouts

• Obtain buyout amounts for customers' existing leases when requested.

• Identify the leasing company currently holding the customer's contract.

• Retrieve buyout quotes through the appropriate leasing company portal or via email.

• Prepare the appropriate version of the buyout quote:

  • Internal version by default
  • Customer-facing version when specifically requested by the sales representative

• Save documentation in the appropriate customer folder according to established naming conventions.

• Send completed buyout information to the requesting sales representative.

---

4. Sales Package and Agreement Preparation

• Prepare all documentation required for customers to sign once a deal closes.

• Generate agreements, invoices, and internal sales packages using information from the CRM.

• Ensure the customer's legal name and address on all agreements match the leasing company's approval exactly.

• Complete customer documentation according to the specific deal type.

• Create invoices when required.

• Correctly apply:

  • Security deposits
  • Origination fees
  • Sales tax

• Complete internal sales documentation, including:

  • Equipment Delivery Orders
  • Funding Detail Sheets
  • Other required internal sales package documents

---

5. Approval, Signature, and Final Submission

• Submit sales packages through SharePoint for internal pre-approval.

• Monitor approval status and coordinate any required corrections until approval is obtained.

• Ensure no documentation is sent to the customer before internal pre-approval has been granted.

• Send agreements for signature using the method selected by the sales representative, including:

  • DocuSign
  • Emailed PDF
  • In-person signature

• Collect completed signed documents and electronic signature certificates when applicable.

• Ensure all special leasing company requirements are satisfied before funding.

• Submit signed agreements and supporting documentation for final approval through SharePoint.

---

6. Recurring Sales Support

• Maintain and distribute the organization's Used Equipment List.
• Pull required reports and format them appropriately for the sales team.
• Update the Used Equipment List during the same week equipment is sold or added.
• Prepare and distribute the Monthly Sales Package according to established deadlines.
• Ensure changes made to the Monthly Sales Package are also reflected accurately within the CRM.
• Deliver the finalized Monthly Sales Package to the sales team on the 1st of each month.
• Assign and track incoming sales leads.
• Confirm existing account ownership before assigning new leads.
• Route incoming opportunities to the appropriate sales representative.
• Record leads accurately in the Sales Leads spreadsheet.
• Maintain a weekly follow-up cadence for assigned leads.
• Complete daily Managed Print Services (MPS) device matching.
• Reconcile newly identified devices within the monitoring platform against existing equipment records in the ERP system.

---

Qualifications

• Proven experience in sales administration, sales operations, or another detail-oriented documentation and coordination role.
• Strong understanding of CRM systems and ability to quickly learn proprietary platforms.
• High proficiency in Microsoft Word, Excel, and PowerPoint.
• Experience formatting professional documents and producing client-facing files.
• Exceptional attention to detail and accuracy.
• Ability to ensure figures, customer names, addresses, and other information match exactly across multiple systems and documents.
• Strong written and verbal communication skills.
• Ability to coordinate effectively between sales representatives, managers, internal departments, and external leasing companies.
• Strong organizational and time-management skills.
• Ability to manage recurring deadlines and proactively escalate blockers before deadlines are affected.
• Ability to handle confidential customer and financial information with discretion.
• Strong self-management and accountability in a remote work environment.
• Bilingual English/Spanish preferred.

---

Software and Tools

The Sales Administrator will work with or be expected to learn platforms including:

• Sherpa – CRM for accounts, proposals, and financial information

• MeterBench – CRM platform

• e-automate – ERP for customer, equipment, and lease records

• MPS Monitor – Device monitoring platform

• Leasing company portals

• SharePoint – Document pre-approval, final approval, and internal file management

• DocuSign – Electronic signature

• Microsoft 365 Suite

  • Word
  • Excel
  • PowerPoint
  • Teams
  • Email

• Business verification and corporate search platforms

---

Work Schedule and Environment

• Fully remote position open to professionals based in Latin America.
• Full-time engagement.
• Monday through Friday during standard U.S. business hours.
• Must maintain a quiet and organized professional workspace.
• Stable, high-speed internet connection required.
• Reliable computer equipment compatible with all required platforms and systems.
• Strong self-management and accountability for deliverables, recurring responsibilities, and deadlines.

---

Performance Expectations

Performance will be measured based on:

• Accuracy and Completeness: Proposals, agreements, invoices, and sales packages must contain accurate information, with figures, customer names, addresses, and financial details matching across systems.

• Timeliness: Proposals, credit requests, buyouts, and other sales administration requests must be completed promptly while recurring deadlines, including the Monthly Sales Package, are consistently met.

• Process Compliance: Each procedure must be followed from beginning to end, including proper document creation, naming, saving, approval, and routing.

• Communication: Maintain clear and timely communication with sales representatives, managers, internal stakeholders, and external leasing companies.

• Proactive Escalation: Missing information, blockers, discrepancies, and potential delays should be identified and escalated promptly rather than allowed to affect deadlines.

• Confidentiality: Customer, financial, and business information must be handled professionally and with discretion.

About the Company

Our Client is a well-established business technology and office equipment provider serving customers across Florida. The organization provides multifunction printers, managed print services, and related equipment through leasing, rental, and purchase agreements.

The Sales Department combines experienced sales representatives with strong administrative and systems support to ensure deals move accurately from the initial customer conversation through proposal development, approval, signed agreement, and delivery.

The organization places a strong emphasis on:

• Accurate pricing and documentation
• Efficient sales administration
• Clean and consistent paperwork
• Effective coordination between sales representatives and external partners
• A smooth customer experience from initial quote through delivery