Sales Administrator

Job Summary:

The Sales Administrator provides operational support to the Sales & Business Development organization by coordinating quotations, proposals, customer communications, CRM administration, OEM/vendor coordination, and sales reporting activities.

This position works closely with the Sales team, OEM partners, suppliers, and customers to assemble accurate proposals, manage opportunity records, coordinate contract documentation, and keep commercial activities moving efficiently through the sales process.

The Sales Administrator plays a key role in improving response times, increasing proposal quality, and reducing the administrative workload on the Sales team and executive leadership, allowing Sales to spend more time developing customer relationships.

Supervisory Responsibilities

Direct Supervisory Responsibilities:

• None

Responsible for:

• Sales quote administration
• CRM opportunity tracking
• Sales support coordination
• Customer and partner communication
• Contract and documentation support
• Sales reporting

Duties / Responsibilities

Sales Quote Administration

• Assemble customer quotations and proposals.
• Ensure proposals are accurate and professionally presented.
• Coordinate RFQs from receipt through proposal submission.
• Request pricing from OEM partners and suppliers.
• Track vendor responses and quote deadlines.
• Maintain quote records and historical pricing information.

CRM & Opportunity Management

• Maintain CRM opportunity records.
• Track proposal status and follow-up activities.
• Monitor open quotes and remind Sales of required actions.
• Update customer and prospect information.
• Produce weekly opportunity and pipeline reports.
• Ensure CRM data accuracy and completeness.

Sales Support

• Prepare customer presentations and proposal packages.
• Coordinate NDA execution and sales documentation.
• Schedule meetings with customers and partners.
• Support contract routing and approvals (e.g., DocuSign).

Customer & Partner Communication

• Coordinate communications with OEMs, suppliers, and customers.
• Follow up on outstanding pricing requests.
• Ensure timely responses to customer inquiries.
• Maintain professional and responsive customer interactions.

Contract & Documentation Support

• Support contract routing and approval processes.
• Maintain commercial documentation and customer records.
• Track customer agreements and renewal requirements.
• Support document control and record retention requirements.

Reporting & Analytics

• Prepare weekly pipeline reports.
• Track quote activity metrics and proposal turnaround times.
• Maintain win/loss tracking.
• Support Sales KPI reporting.
• Assist leadership with reporting requirements.

Administrative Support

• Coordinate departmental meetings and schedules.
• Maintain departmental records and files.
• Assist with departmental communications.
• Provide general administrative support as required.

Continuous Improvement

• Identify opportunities to improve sales administration processes.
• Support CRM enhancements and workflow improvements.
• Participate in professional development activities.
• Promote operational excellence and process consistency.

Required Skills / Abilities

• Strong organizational and project management skills.
• Excellent written and verbal communication.
• Excellent attention to detail and documentation accuracy.
• Ability to manage multiple priorities and deadlines.
• Strong customer service orientation.
• Experience with CRM systems (Salesforce, NetSuite CRM, HubSpot, Pipedrive, etc.).
• Advanced Microsoft Office skills, particularly Excel, Word, and PowerPoint.
• Strong problem-solving and coordination skills.
• Ability to work independently and collaboratively.
• Professionalism and ability to manage confidential information.

Education and Experience

• Associate degree in Business Administration, Marketing, Communications, or related field preferred.
• Minimum of 3 years of experience in sales administration, inside sales, or proposal coordination.
• Experience supporting technical services, engineering services, telecommunications, construction, or data center industries preferred.
• Experience with CRM systems and proposal development processes preferred.
• Equivalent combinations of education and experience may be considered.

Preferred Certifications

• Certified Administrative Professional (CAP)
• CRM Platform Certification
• Microsoft Office Specialist Certification
• Proposal Management Training

Physical Requirements

Please see:

SBD-003 – Sales & Business Development Physical Activity & Work Environment Requirements

Physical Demand Level: Low

Travel Requirement: Up to 5%

Success Measures

• Proposals submitted on or before customer deadlines.
• CRM maintained accurately.
• Reduced administrative workload for Sales and executive leadership.
• Improved proposal turnaround time and customer responsiveness.

DCS Vision, Strategy and Culture

Our vision is to become the leading provider of mission-critical electrical infrastructure and power services in the Americas.

We will achieve success by investing in our people, delivering exceptional technical performance, and creating long-term customer relationships that fuel sustainable growth.

Every associate at DCS contributes to achieving this vision. Whether supporting customers in the field, serving internal teams, or improving our business systems, each role is essential to building a company known for operational excellence, technical expertise, and an exceptional customer experience.

Build Raving Associates. Create Raving Fans.

By accepting this position, you acknowledge your commitment to:

• Support the mission, vision, and values of Data Center Solutions.
• Conduct yourself professionally and ethically.
• Protect company information and technology assets.
• Continuously develop your technical and leadership skills.
• Work collaboratively with associates across all departments.
• Help build systems and processes that allow DCS to scale while delivering exceptional service to our customers.

Data Center Solutions is an Equal Opportunity Employer and complies with all applicable federal, state, and local employment laws.