Sales Administrator in Miami, Florida at Mac Papers and Packaging,

The Sales Administrator plays a critical role in supporting the sales organization by partnering closely with Account Managers to drive customer satisfaction, operational excellence, and revenue growth within key accounts. This position serves as the primary coordinator for sales administration activities, ensuring accurate order processing, timely quote generation, CRM data integrity, issue resolution, accounts receivable follow-up, and strategic account planning support. (This is meant to be a guide. Duties may vary dependent upon management.)

Essential Position Functions:

Sales & Account Support

• Partner directly with Account Managers to maximize growth opportunities within assigned key accounts.
• Provide day-to-day administrative support to the sales team to improve efficiency and customer responsiveness.
• Assist in developing and executing account plans that support customer retention, expansion, and long-term growth objectives.
• Prepare sales reports, customer analyses, and account performance metrics as needed.

Order Management

• Accurately enter and process customer orders in a timely manner.
• Monitor order status and coordinate with internal teams to ensure successful fulfillment and delivery.
• Manage order revisions, customer requests, and documentation requirements.
• Maintain complete and accurate records of all customer transactions.

Quote Creation & Pricing Support

• Generate customer quotations based on established pricing guidelines and sales strategies.
• Ensure quotes are accurate, competitive, and delivered within required timelines.
• Work with Account Managers to manage quote revisions and customer follow-up activities.
• Track quote activity and conversion rates.
• Enter system auto-pricing as needed based on company pricing strategies.

CRM Management

• Maintain accurate and up-to-date customer information within the CRM system.
• Ensure all customer interactions, opportunities, activities, and account details are properly documented.
• Support pipeline management and sales forecasting activities.
• Generate CRM reports and dashboards to support sales decision-making.

Customer Issue Resolution

• Serve as a key point of contact for resolving customer inquiries, order issues, and service concerns.
• Coordinate with internal departments including Operations, Customer Service, Finance, and Supply Chain to drive issue resolution.
• Communicate proactively with customers and Account Managers regarding status updates and solutions.
• Escalate critical issues appropriately while ensuring timely follow-through.

Accounts Receivable Management

• Partner with customers and internal finance teams to monitor outstanding balances.
• Assist with collections efforts and follow-up on overdue invoices.
• Investigate and resolve billing discrepancies and payment-related issues.
• Support efforts to improve cash flow and maintain healthy account standing.

Account Planning Support

• Collaborate with Account Managers to prepare account reviews, business reviews, and growth plans.
• Analyze customer purchasing trends, opportunities, and account performance.
• Support strategic initiatives designed to increase customer engagement and revenue.
• Assist in identifying cross-selling and upselling opportunities within existing accounts.
• Accompany Account Manager(s) to current/potential customer meetings as required.
• Assist with quarterly business reviews as necessary.
• Other duties as required.

This job description is intended to describe the general nature, complexity and level of work to be performed by employees assigned to this position, and is not to be construed as an exhaustive list of responsibilities, duties and/or skills required. It does not prescribe or restrict the work that may be assigned. Furthermore, this does not establish a contract for employment and is subject to change at the discretion of the company.

Education and/or Experience:

• High school diploma or GED required.
• Bachelor’s degree in Business, Sales, Marketing, or related field preferred.
• 2–5 years of experience in sales administration, customer service, account support, or a related role.
• Experience supporting business-to-business (B2B) sales organizations preferred.
• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication abilities.
• Proven ability to manage multiple priorities and meet deadlines.
• Strong customer service and relationship-building skills.
• Analytical mindset with the ability to interpret sales and account data.
• Effective problem-solving and conflict-resolution capabilities.
• Ability to work independently while collaborating across departments.
• Proficiency in CRM platforms.
• Strong Microsoft Office skills, particularly Excel, Word, and PowerPoint.
• Experience with ERP or order management systems preferred.
• Must be able to read and communicate in English, for safe and effective performance of the job and business operations.
• Must be able to work alone, and with a team.
• Must be able to pass a drug screen and criminal background check.

Work Environment:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

• Regularly required to walk and stand continuously for long periods of time.
• Talk or hear, both in person and by telephone.
• Reach with hands and arms.
• Repetitive bending, twisting.
• Specific vision requirements include close vision, distance vision and the ability to adjust focus.
• Lift up to 25 lbs.
• Ability to push/pull/leverage up to 50 lbs.

Mental Demands

• Regularly required to use written and oral communication skills.
• Will interact regularly with managers and staff.
• Must be able to work independently with little supervision.

Work Environment

• Employee works in an office environment, and the noise level is usually quiet.

Mac Papers + Packaging is an equal opportunity employer and makes employment decisions without regard to age, race, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status or any other protected category.