Position Title: Sales Administrator
Location: Dandenong South
Reports To: Production Manager
Employment Type: Full Time

About the Role

We are seeking a proactive and detail-oriented Sales Administrator to support our Sales Team and ensure a seamless customer journey from quote to delivery. This role plays a key part in coordinating quotes, managing internal and external communications, and ensuring all job and vehicle deliveries are accurately tracked and recorded.

You will act as the bridge between the Sales, Planning & Production teams and our customers, ensuring transparency, accountability, and efficiency across the sales process.

Key Responsibilities

Quotation Management:

Prepare and issue accurate and timely sales quotes in line with customer requirements and pricing structures.

Track quote approvals and follow-up with the Sales Team and customers as required.

Sales Team Liaison:

Work closely with the Sales Team to ensure all sales orders are complete, accurate, and processed in a timely manner.

Hold the Sales Team accountable for providing timely and correct information for each Sales Order.

Customer Communication:

Keep customers informed on the progress of their job from order through to delivery.

Serve as the first point of contact for customer queries related to job status.

Job Coordination & Internal Liaison:

Liaise with the Design and Planning Team to stay up to date on the progress and status of each job.

Proactively identify delays or missing information and escalate as needed to maintain project timelines.

Vehicle/Chassis Delivery Oversight

Verify that each incoming vehicle or chassis has a confirmed Job Order Number prior to accepting delivery to the yard.

Inspect each vehicle/chassis upon arrival, noting any issues or discrepancies (e.g., damage, missing components).

Document all findings accurately, including photographs, and ensure they are recorded in the system.

Communicate any issues internally to the relevant teams (Sales, Planning, Design, etc.) and provide timely updates to the customer.

Maintain comprehensive records of all deliveries, inspections, and correspondence to ensure traceability and accountability.

Administrative Support:

Maintain accurate sales records and documentation in the CRM and internal systems.

Assist in reporting and sales performance tracking when required.

Manage 3rd party supplier bookings

Skills & Experience

Previous experience in a sales administration or sales support role.

Strong attention to detail and organizational skills.

Excellent communication and interpersonal skills.

Proven ability to coordinate between teams and manage multiple tasks.

Proficiency in Microsoft Office and CRM systems (e.g., Salesforce, HubSpot, etc.).

Experience in manufacturing, automotive, or transport industries is advantageous.

What We Offer

A collaborative, supportive team environment.

Opportunities for professional development.

Exposure to dynamic sales and operations functions in a growing business.