Equipment Sales Administrator (Finance)

PRIMARY FUNCTION:

This position is responsible for the ordering, processing, inventorying and billing of equipment for multiple product lines in the Construction Sales Department. Equipment will include Caterpillar and other vendor machines, work tools, trailers, and all necessary accessories to complete a sale. The position will work directly with Salesmen and Managers to process deals in an accurate and timely manner.

ESSENTIAL DUTIES:

• Responsible for ordering Caterpillar and other vendor machines, work tools, trailers and accessories for stock inventory and for sales
• Use the Purchase Order system to place orders for equipment
  • Assist in the creation and updating of equipment and work tool specs
  • Use acknowledgements or vendor confirmations to ensure accurate configurations
  • Update GPAX with correct shipping and receiving dates
  • Use the "Attach to" function in GPAX for sold work tool orders
  • Receive in new machines and work tools
  • Code Caterpillar and other vendor invoices for AP
  • Use the PO to add necessary costs to equipment - Freight, Warranty, etc.
  • Coordinate the hauling of equipment when necessary
• Participate in scheduled physical inventories and audits for machines and work tools
• Responsible for handling Salesmen and Manager inquiries for equipment and work tools in a timely manner
  • Provide quotes, pricing information and availability dates
  • Respond to inquiries concerning specifications and technical matters
• Responsible for maintaining our relationships with other Caterpillar dealers in order to locate and trade new equipment
• Responsible for new equipment Predelivery/Preparation
  • Use the Machine Delivery System to manage work flow process for scheduling the Service Department to prepare sold and stock equipment
  • Work closely and communicate with Service to manage the flow of equipment efficiently and in a timely manner
• Responsible for creating and maintaining billing packets for each sale
  • Billing Packets contain all cost and credit information associated with the deal
  • Costs will include, but are not limited to warranty, marketing program credits, trade-in information, service agreements, work tools, freight and delivery charges
  • All costs will be recorded on a final Deal Sheet before invoicing
• Responsible for creating the Sales Orders for Invoicing
  • Verify that all costs are included in the sale
  • Add the equipment and work tools to the sales order
  • Deliver the Sales Order
• Serve as backup to other Sales Coordinators

MINIMUM REQUIREMENTS:

Education :

Four-year degree in Business or related field with one year specifically related work experience; or two-year degree in Business or related field with four years specifically related experience.

Work Experience :

Related work experience should include inventory control/ordering, customer service, accounting practices and computer data processing/administering.

Physical :

Ability to sit and utilize a Laptop/PC for extensive periods of time. Ability to communicate clearly in person, via telephone or email.

Other :

Must have excellent PC software skills, preferably with MS Windows and Office products

This job description is not intended to be all-inclusive. Your supervisor may request and assign you similar duties. Any major modification of this job role requires Human Resources approval.Gregory Poole Equipment Company is an Equal Opportunity/Affirmative Action employer and will consider all qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.