Job Description

Any salary estimation specified in this job board may or may not be aligned with our organization’s pay philosophy. Apply to connect with a Talent Acquisition Partner who can provide you more details!

Sales Process Administrator

Reporting to the Technical Sales Manager the Sales Support Coordinator provides critical administrative and operational support to the sales, estimating, and project management teams. This role is responsible for ensuring that sales opportunities are accurately captured, quotes are efficiently processed, and job packages move seamlessly through the internal approval process, credit, and contract stages in a timely manner. Acting as the liaison between Sales, Service, Estimating, and Finance, this position streamlines communication, documentation, and follow-up to help the sales team focus on customer relationships and revenue generation.

Key Responsibilities:

Sales & Opportunity Coordination

• Enter new opportunities and quotes into Salesforce based on incoming information
• from the sales team.
• Create and maintain quote records in Salesforce, ensuring all required data fields
• (scope, costs, approvals, etc.) are complete and accurate.
• Track progress of each opportunity through the internal workflow - from job walk and
• estimate creation to quote, credit approval, and purchase order (PO) receipt.
• Follow up with the account executive to ensure that notes from customer visits or
• job walks are documented and uploaded.
• Assist in preparing and updating the estimate templates and supporting

Estimating & Quote Support

• Utilizing job specifications generated by the sales team, and coordinating with the
• estimating, parts sales and procurement departments, ensure timely completion of
• job estimates and generation of quotes.
• Ensure quote records are submitted for internal approval (Operations Cost
• Approval, Price Approval, etc.) and ensure those approvals are given in a timely
• Track and follow up on quote and price approval status.

Credit, Contract & Customer Coordination

• Initiate credit checks and preliminary terms and conditions (T&Cs).
• Request and process credit applications from customers, coordinating with Finance
• and Legal as needed.
• Monitor and follow up with the sales team on customer purchase orders (POs) and
• ensure all contract requirements (insurance certificates, etc.) are met.
• Serve as the liaison between the Finance department and the customer/sales team
• for credit terms, contract documents, and payment inquiries.
• Support any price revisions or change orders, ensuring they’re reflected in
• Salesforce and communicated to the appropriate internal teams.
• Confirm payment terms of the customer.

Internal Communication & Process Support

• Ensure all necessary steps have been completed to move an opportunity from lead
• to job to payment.
• Track and report on quote aging, approvals in progress, production scheduling and
• shipments, and pending customer responses.
• Assist in standardizing internal tools and workflows (estimate templates, Salesforce
• fields, shared job walk tracker, etc.).
• Support leadership in maintaining clean and accurate data across Salesforce and
• IFS interfaces.
• Coordinate with the sales team to ensure all sales pipeline, visit reports and other
• data is up to date and as accurate as possible in Salesforce

Qualifications

• Associate’s degree or equivalent experience in business administration, sales
• support, or related field.
• 5+ years of administrative or coordination experience in a technical, construction,
• or service environment preferred.
• Proficiency in Salesforce (or equivalent CRM) and Microsoft O􀆯ice (Excel, Outlook,
• Teams).
• Strong organizational skills with attention to detail and accuracy.
• Excellent communication skills and ability to coordinate across multiple
• Familiarity with credit checks, terms and conditions, and contract documentation a

Benefits of being a Cleaver-Brooks Sales & Service Employee:

• Competitive salary
• Comprehensive benefits, including medical, dental, vision, maternity support program, discounted virtual physician visits, voluntary medical benefits (Critical Illness, Hospital Care, and Accidental Injury), FSA, HSA, life insurance, short term and long-term disability
• Cash matching 401(k) plan
• Paid time off and 11 paid holidays
• Tuition assistance
• Employee assistance program (EAP)
• Pet insurance
• Employee discount program

Who is Cleaver-Brooks Sales & Service:

Cleaver-Brooks Sales and Service, Inc. (CBSS) is a market leader in providing fully integrated boiler and burner systems. CBSS offers a full range of capabilities from: new equipment, installation, rentals, retrofits, repairs, parts, and service. We can deliver, install, and upgrade boiler room solutions that improve efficiency, reduce cost, and optimize space. CBSS delivers the most efficient, reliable, safe, and environmentally sustainable solutions that differentiate us in the marketplace. We are a 24/7 customer driven operation.

This description indicates the general nature of the tasks and responsibilities required of positions given this classification. It is not intended as a complete list of specific duties and responsibilities. Nor is it intended to limit or modify the right of management to assign, direct, and control the specific duties of individuals performing this function. The Company reserves the right to change, modify, amend, add to or delete from any section of this document as it deems, in its judgement, to be proper.

By applying for this job and providing your mobile number, you consent to receive an initial text message from a Cleaver Brooks Talent Team member. You will have the option to opt out upon receiving the message. Messages may include updates on your application, scheduling initial screenings or interviews, and similar communications. Standard message and data rates may apply, and message frequency may vary.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.