Job Description

Sales Administrator

Company Overview

Interstate Companies, Inc. is a dynamic organization that provides rewarding careers across its corporate office and operating units, including Interstate Energy Systems. Interstate Energy Systems is a distributor for Rolls-Royce Power Solutions, MTU Onsite Energy generators, and related systems.

Position Overview

The Sales Administrator provides high-quality administrative and operational support for the sales team. This role processes, coordinates, and documents each sales order from beginning to end while supporting purchasing, receiving, logistics, inventory control, invoice reconciliation, and customer service.

Key Responsibilities

• Order Administration: Follow standard procedures to set up and record sales orders. Use project checklists, sales logs, and business systems to track order requirements, components, priorities, and expected delivery dates.
• Purchasing and Receiving: Prepare and submit purchase orders, process receiving transactions, verify quantities and documentation, and maintain accurate purchasing and receiving records.
• Project Logistics: Coordinate inbound and outbound shipments with vendors, customers, sales representatives, carriers, and branch personnel. Track freight and LTL shipments, support drop-ship processes, and help ensure timely delivery and appropriate freight costs.
• Inventory Control: Forecast inventory needs based on outstanding orders, reconcile physical and electronic inventory records, investigate discrepancies, and support the annual physical inventory count.
• Cost Analysis, Accounts Payable, and Invoicing: Match purchase orders, receiving records, and vendor invoices. Research and resolve pricing, shipping, inventory, and invoice discrepancies before shipment, invoicing, and period close.
• Service and General Support: Create and distribute purchase order information to internal or external service personnel and assist with special projects or other administrative needs.

Preferred Experience

• 2+ years of experience in sales order administration, receiving, inventory control, logistics coordination, purchasing, warehouse administration, or supply chain operations.
• Experience processing purchase orders, receiving transactions, sales orders, and related documentation.
• Experience with inventory management, ERP, warehouse management, or comparable business systems.
• Knowledge of freight, LTL shipments, carrier tracking, inbound and outbound logistics, and drop-ship processes.
• Accounts-payable experience, including invoice matching and discrepancy resolution, is a strong plus.
• Experience in manufacturing, heavy equipment, truck, transportation, power generation, or industrial environments is preferred.
• Working knowledge of basic accounting and sales order cycles.

Skills and Competencies

• Strong organizational and administrative skills with the ability to prioritize daily tasks and meet deadlines.
• Excellent attention to detail, documentation quality, and data accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• Clear written and verbal communication with vendors, customers, branch personnel, sales representatives, and internal teams.
• Proficiency with Microsoft Office, particularly Excel and Outlook, along with familiarity with Adobe Acrobat Pro and internet-based tools.
• Ability to analyze and resolve shipping, inventory, purchasing, cost, and invoice discrepancies.
• Customer-service mindset with strong analytical and proactive problem-solving abilities.
• Team-oriented work ethic and willingness to support others.

What Success Looks Like

Accurate order records, coordinated shipments, reliable inventory data, timely discrepancy resolution, and responsive support for customers and internal teams.

Why Join Interstate Companies?

• Competitive Compensation
• Health, Dental & Vision Insurance
• 401(k) with Company Match
• Paid Time Off Starting Day One
• Paid Holidays
• Company-Paid Life Insurance
• Company-Paid Short-Term & Long-Term Disability
• Employee Assistance Program
• Tuition Reimbursement & Professional Development Opportunities
• HealthiestYou Virtual Healthcare
• Pet Insurance
• Employee Discounts