Sales Administrator - Work Tool at Gregory Poole Equipment Company in Raleigh, North Carolina

Job Description:

Sales Administrator - Work Tool

4807 Beryl Rd, Raleigh, NC 27606, USA Req #1200

Wednesday, May 1, 2024

PRIMARY FUNCTION:

This position is responsible for the ordering, processing, inventorying, and billing of Compact & Heavy Equipment Work tools for multiple product lines in the Construction Sales Department. Work tools will include Cat branded attachments, & machine kits as well as a variety of aftermarket vendors. The position will work directly with Salesmen and Managers to process deals accurately and timely. Responsible for performing office duties and handling outside yard activities on the equipment/attachment yards. Responsible financially and physically for work tool inventories at all Gregory Poole Construction branches

ESSENTIAL RESPONSIBILITIES:

• Responsible using the Purchase Order system to place orders for ordering Caterpillar and other vendor, work tools, trailers and accessories for stock inventory and for sales.

• 
  
  • Assist in the creation and updating of work tool specs
  • Use acknowledgements or vendor confirmations to ensure accurate orders
  • Update GPAX with correct shipping and receiving dates
  • Use the "Attach to" function in GPAX for sold work tool orders
  • Code Caterpillar and other vendor invoices for AP
  • Use the PO to add necessary costs to equipment - Freight, Service, etc.
  • Verify Receipt of Item, confirm pricing, update serial #, and receive item into inventory.
• Responsible for all Incoming Worktools & Kits ordered through Sales
  
  
  • Verify that all incoming work tools are marked properly (EQ# and delivery location)
  • Identify and accurately tag SOLD Worktools; Coordinate with salesmen confirming delivery and yellowball items as necessary
  • Communicate with other Sales Coordinators on regular basis to inform them of various new arrivals which will help drive what our service team is working on, as well as machine deliveries to customers.
• Responsible for managing and tracking stock inventory and maintaining certain Min-Max order ranges for stock work tools
  
  
  • Participate in scheduled physical inventories and audits for work tools
  • Financially responsible for work tool until it is transferred into rental fleet, installed on a machine or invoiced to a customer
  • Responsible for EMR's (Equipment Movement Records) to show the correct locations (Warehouses)
• Responsible for handling Salesmen and Manager inquiries for work tools in a timely manner
  
  
  • Provide quotes, pricing information and availability dates
  • Respond to inquiries concerning specifications and technical matters
  • Provide "stock inventory" suggestions and expertise to move aged equipment and expedite customer "wait time".
• Responsible for new Work tool Predelivery/Preparation
  
  
  • Use the Project Deliver work flow process for scheduling the Service Department to prepare sold and stock work tools (hammers, compactors, mulchers, kits, etc).
  • 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 marketing program credits, service call invoices, freight and delivery charges, misc parts.
  • Verify that all costs are included in the sale
  • Create Sales Orders for Invoicing and Transmit to Sales Admin Team
• Determine viable ways to move aged work tools
  
  
  • Create aged work tool spreadsheets that can be managed for awareness and sent to salesmen with special pricing
  • Create a viable Cat work tool return process for tools that were ordered in error
    
    
    • This includes shipping the work tools back and applying the credits properly on the Purchase Order.
  • Serve as backup to Sales Coordinators

YARD RESPONSIBILTIES:

• Physically receive in work tools each day by locating them on the yard and tagging with the Equipment ID from the PO
• This includes shipments from Vendors and the Yellow Ball
• Verify and tag any work tools that were removed from machines
• Verify that the correct work tools are installed on machines
• Verify daily that the work tools on machines coming in and going out of the yard have the correct work tool installed per the Gate Log
• Work with yard personnel and technicians to maintain an organized storage yard
• Create an effective process to locate physical inventories at branches in a timely manner
• Operate Forklift, Telehandler, Skid Steers, and Mini Excavators to help move attachments around or get them installed in a pinch.

MINIMUM REQUIREMENTS:

Education :

Four-year degree in Business or related field with one year specifically related work experience; or two-year associate degree with two years of experience in a similar position or related field or high school diploma with three years of experience in a similar position or related field.

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. 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.

Other details

• Pay Type Salary
• Required Education High School

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initStaticMap(true); PRIMARY FUNCTION:\n \nThis position is responsible for the ordering, processing, inventorying, and billing of Compact & Heavy Equipment Work tools for multiple product lines in the Construction Sales Department. Work tools will include Cat branded attachments, & machine kits as well as a variety of aftermarket vendors. The position will work directly with Salesmen and Managers to process deals accurately and timely. Responsible for performing office duties and handling outside yard activities on the equipment/attachment yards. Responsible financially and physically for work tool inventories at all Gregory Poole Construction branches \n \nESSENTIAL RESPONSIBILITIES:\n\nResponsible using the Purchase Order system to place orders for ordering Caterpillar and other vendor, work tools, trailers and accessories for stock inventory and for sales.\n\n\n\n\nAssist in the creation and updating of work tool specs\nUse acknowledgements or vendor confirmations to ensure accurate orders\nUpdate GPAX with correct shipping and receiving dates \nUse the "Attach to" function in GPAX for sold work tool orders\nCode Caterpillar and other vendor invoices for AP\nUse the PO to add necessary costs to equipment - Freight, Service, etc.\nVerify Receipt of Item, confirm pricing, update serial #, and receive item into inventory.\n\n\nResponsible for all Incoming Worktools & Kits ordered through Sales\n\nVerify that all incoming work tools are marked properly (EQ# and delivery location)\nIdentify and accurately tag SOLD Worktools; Coordinate with salesmen confirming delivery and yellowball items as necessary\nCommunicate with other Sales Coordinators on regular basis to inform them of various new arrivals which will help drive what our service team is working on, as well as machine deliveries to customers.\n\n\nResponsible for managing and tracking stock inventory and maintaining certain Min-Max order ranges for stock work tools\n\nParticipate in scheduled physical inventories and audits for work tools\nFinancially responsible for work tool until it is transferred into rental fleet, installed on a machine or invoiced to a customer \nResponsible for EMR's (Equipment Movement Records) to show the correct locations (Warehouses)\n\n\nResponsible for handling Salesmen and Manager inquiries for work tools in a timely manner\n\nProvide quotes, pricing information and availability dates\nRespond to inquiries concerning specifications and technical matters\nProvide "stock inventory" suggestions and expertise to move aged equipment and expedite customer "wait time".\n\n\nResponsible for new Work tool Predelivery/Preparation\n\nUse the Project Deliver work flow process for scheduling the Service Department to prepare sold and stock work tools (hammers, compactors, mulchers, kits, etc).\nWork closely and communicate with Service to manage the flow of equipment efficiently and in a timely manner \n\n\nResponsible for creating and maintaining billing packets for each sale\n\nBilling Packets contain all cost and credit information associated with the deal\nCosts will include, but are not limited to marketing program credits, service call invoices, freight and delivery charges, misc parts.\nVerify that all costs are included in the sale\nCreate Sales Orders for Invoicing and Transmit to Sales Admin Team\n\n\nDetermine viable ways to move aged work tools\n\nCreate aged work tool spreadsheets that can be managed for awareness and sent to salesmen with special pricing\nCreate a viable Cat work tool return process for tools that were ordered in error\n\nThis includes shipping the work tools back and applying the credits properly on the Purchase Order.\n\n\nServe as backup to Sales Coordinators\n\n\n\n \nYARD RESPONSIBILTIES:\n\n Physically receive in work tools each day by locating them on the yard and tagging with the Equipment ID from the PO\nThis includes shipments from Vendors and the Yellow Ball\nVerify and tag any work tools that were removed from machines\nVerify that the correct work tools are installed on machines\nVerify daily that the work tools on machines coming in and going out of the yard have the correct work tool installed per the Gate Log\nWork with yard personnel and technicians to maintain an organized storage yard\nCreate an effective process to locate physical inventories at branches in a timely manner\nOperate Forklift, Telehandler, Skid Steers, and Mini Excavators to help move attachments around or get them installed in a pinch.\n\n \nMINIMUM REQUIREMENTS:\n \nEducation:\nFour-year degree in Business or related field with one year specifically related work experience; or two-year associate degree with two years of experience in a similar position or related field or high school diploma with three years of experience in a similar position or related field.\n \nWork Experience:\nRelated work experience should include inventory control/ordering, customer service, accounting practices and computer data processing/administering.\n \nPhysical:\nAbility to sit and utilize a Laptop/PC for extensive periods. Ability to communicate clearly in person, via telephone or email.\n \nOther:\nMust have excellent PC software skills, preferably with MS Windows and Office products\n \nThis 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.