Job Information
H.O. Penn Machinery Company Corporate Sales Administrator in Poughkeepsie, New York
H.O. Penn Machinery
HIRING IMMEDIATELY
Corporate Sales Administrator
Poughkeepsie, NY
Pay : $22-$27/hour (dependent on experience)
Bonus Potential: 5%
Benefits:
Medical/dental/vision insurance
401(k) with company match
Paid time off and company holidays
Company-provided laptop
Key qualifications:
Minimum of 3 years of administrative experience in equipment sales, fleet management, transportation/logistics, or a related corporate operations environment
Prior experience supporting sales teams and managing high-volume transactional documentation required
Advanced proficiency in Microsoft Excel (tracking, reconciliation, reporting), with the capability to learn additional proprietary systems and programs
Exceptional attention to detail with a high level of accuracy in documentation, data entry, and compliance-related paperwork
Strong written and verbal communication skills with the ability to relay accurate information across branches, departments, vendors, OEMs, and third-party partners
Responsibilities
Coordinate and track all equipment and attachment activity
Sort, distribute and communicate the movement of all machines and attachments via the daily tickets from all of the branches to all required recipients
Set up, maintain and track ID number for attachments received from Parts Department on New and LKE/rental fleet machines
Place CMOPS (CAT components/parts) orders as requested by the Parts Dept. for attachments stocked through the Parts Dept
Process sales out of the rental fleet: Report conversion to Cat (PIN), submit claims in GCSS, and ascertain all required documents for EPP enrollments
Effectively and efficiently coordinate the movement of machines from factory to branches
Coordinate transportation and RPM Quick Evac installation for machines from the factory/dealers to the branches to meet local inventory needs
Process machine delivery location order changes via Cat systems
Advise service departments of impending new arrivals by providing machine information
Collect documentation and file damage claims with appropriate party
Coordinate necessary motor vehicle paperwork for new, used and LKE transactions
Research all necessary documentation including machine/trailer origination with regard to motor vehicle requests to ensure consistency and accuracy for distribution. Follow-up as needed to obtain ownership. documentation
For NCI/UCI/LKE equipment and trailers: Obtain and prepare all required documents depending on the type of machine sale for Sales Coordinators for distribution
For H. O. Penn Rental Fleet: Upon request, obtain necessary documentation from insurance company and prepare certificate of Origin, Registration Form, and claim for Sales and Use Tax exemption Form and other required documentation for registration
Track and surrender license plates when equipment is sold out of inventory
Process yearly renewals on rental fleet inventory. Maintain those files by plate number on both Excel and DBSi (proprietary CAT system)
Provide administrative support and assistance to Corporate Sales in a timely and accurate manner
Research and calculate monthly commission for all Machine Reps
Access Cat system to print, record and file all manufacturers' certificates of origin
Process Cat Defense merchandising claims through 3rd party Cat network
Process, reconcile, and code EPP settlements
Process paperwork for approved dealer transfers
Qualifications
Minimum of 3 years of administrative experience in equipment sales, fleet management, transportation/logistics, or a related corporate operations environment
Prior experience supporting sales teams and managing high-volume transactional documentation required
Advanced proficiency in Microsoft Excel (tracking, reconciliation, reporting), with the capability to learn additional proprietary systems and programs
Exceptional attention to detail with a high level of accuracy in documentation, data entry, and compliance-related paperwork
Strong written and verbal communication skills with the ability to relay accurate information across branches, departments, vendors, OEMs, and third-party partners
Physical Requirements:
Standing and/or sitting for prolonged periods of time
Hand coordination for typing, writing, and computer use
Occasional forward bending and reaching
Occasional walking and climbing stairs
Carrying (up to 20lbs.)
Reasonable accommodations made as needed.
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, national origin, ancestry, age, marital status, citizenship, sexual orientation, gender or gender status, disability, genetic information, otherwise qualified disabled or veteran status, or any other protected class as designated by Federal, State and/or local law.