Corporate Sales Administrator

H.O. Penn Machinery
HIRING IMMEDIATELY

Corporate Sales Administrator

Poughkeepsie, NY
 

Pay: $22-$27/hour (dependent on experience)

Bonus Potential: 5%
 Benefits:

• Medical/dental/vision insurance
• 401(k) with company match
• Paid time off and company holidays 
• Company-provided laptop
  
  

Key qualifications:

• Minimum of 3 years of administrative experience in equipment sales, fleet management, transportation/logistics, or a related corporate operations environment
• Prior experience supporting sales teams and managing high-volume transactional documentation required
• Advanced proficiency in Microsoft Excel (tracking, reconciliation, reporting), with the capability to learn additional proprietary systems and programs
• Exceptional attention to detail with a high level of accuracy in documentation, data entry, and compliance-related paperwork
• Strong written and verbal communication skills with the ability to relay accurate information across branches, departments, vendors, OEMs, and third-party partners 
  
  

Responsibilities

Coordinate and track all equipment and attachment activity 

• Sort, distribute and communicate the movement of all machines and attachments via the daily tickets from all of the branches to all required recipients
• Set up, maintain and track ID number for attachments received from Parts Department on New and LKE/rental fleet machines
• Place CMOPS (CAT components/parts) orders as requested by the Parts Dept. for attachments stocked through the Parts Dept
• Process sales out of the rental fleet: Report conversion to Cat (PIN), submit claims in GCSS, and ascertain all required documents for EPP enrollments

Effectively and efficiently coordinate the movement of machines from factory to branches

• Coordinate transportation and RPM Quick Evac installation for machines from the factory/dealers to the branches to meet local inventory needs
• Process machine delivery location order changes via Cat systems
• Advise service departments of impending new arrivals by providing machine information
• Collect documentation and file damage claims with appropriate party
  
  

Coordinate necessary motor vehicle paperwork for new, used and LKE transactions

• Research all necessary documentation including machine/trailer origination with regard to motor vehicle requests to ensure consistency and accuracy for distribution. Follow-up as needed to obtain ownership. documentation
• For NCI/UCI/LKE equipment and trailers: Obtain and prepare all required documents depending on the type of machine sale for Sales Coordinators for distribution
• For H. O. Penn Rental Fleet: Upon request, obtain necessary documentation from insurance company and prepare certificate of Origin, Registration Form, and claim for Sales and Use Tax exemption Form and other required documentation for registration
• Track and surrender license plates when equipment is sold out of inventory
• Process yearly renewals on rental fleet inventory. Maintain those files by plate number on both Excel and DBSi (proprietary CAT system)

Provide administrative support and assistance to Corporate Sales in a timely and accurate manner 

• Research and calculate monthly commission for all Machine Reps
• Access Cat system to print, record and file all manufacturers' certificates of origin
• Process Cat Defense merchandising claims through 3rd party Cat network
• Process, reconcile, and code EPP settlements
• Process paperwork for approved dealer transfers

Qualifications
 

• Minimum of 3 years of administrative experience in equipment sales, fleet management, transportation/logistics, or a related corporate operations environment
• Prior experience supporting sales teams and managing high-volume transactional documentation required
• Advanced proficiency in Microsoft Excel (tracking, reconciliation, reporting), with the capability to learn additional proprietary systems and programs
• Exceptional attention to detail with a high level of accuracy in documentation, data entry, and compliance-related paperwork
• Strong written and verbal communication skills with the ability to relay accurate information across branches, departments, vendors, OEMs, and third-party partners
   

Physical Requirements:
 

• Standing and/or sitting for prolonged periods of time
• Hand coordination for typing, writing, and computer use
• Occasional forward bending and reaching
• Occasional walking and climbing stairs
• Carrying (up to 20lbs.) 

Reasonable accommodations made as needed.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, national origin, ancestry, age, marital status, citizenship, sexual orientation, gender or gender status, disability, genetic information, otherwise qualified disabled or veteran status, or any other protected class as designated by Federal, State and/or local law.