Job Title: Dealer Sales Administrator
Job Type: Full-time
Reports To: Sales Manager
Job Duties and Responsibilities
- Provide office support for the dealer sales team, including internal and external workers. This includes assisting sales reps with issues such as exchanges, buy-backs, researching parts, etc.
- Coordinate order issues with sales/finance/production/shipping department lead.
- Prepare daily dealer order status report and weekly demand schedule for Production.
- Processing new dealer applications and set-ups as submitted, including dealer agreements, minimum purchase and crate agreements via DocuSign.
- Submit weekly sales reports to VP of Sales; and assist with special request reports as needed.
- Ensure proper documents are received, verified and approved; then upload documents to SAP.
- Processing orders received, creating sales quotes for dealer approval, while monitoring status and coordinating with other teams to ensure timely processing of orders.
- Process dealer terminations; investigating buybacks, creating RMA's as well as sending acknowledgement and acceptance for termination requests.
- Prepare and send dealer agreements and MPA's for signature.
- Prepare and send evidence of franchise forms (or other documents/letters) to dealer's state DMV.
- Processing co-op claims and communicating status on claims as needed.
- Creating or coordinating with Marketing team for promotions and other flyers.
- Answering sales calls, following up on customer service issues and relaying information to Sales Reps.
- Mailing Brochures and marketing materials as requested from dealers or outside sales reps.
- Review and reconcile inventory on Excel, posting dealer inventory list to dealer portal.
- Compile New Dealer Welcome packages, letters, and credentials for sales team when new dealers are added; this includes preparing new dealer kits to send out with initial order.
- Review dealer profiles to ensure current and valid documents are on file; including licenses and insurance expirations; making changes in SAP as needed.
- Investigate and document state laws pertaining to our products to assist DSMs with territories.
- Troubleshoot customer issues, relaying to the appropriate departments timely and following up as needed.
- Responsible for new hire demo unit coordination and ensuring they receive new hire resources including binders, systems training, etc.
- Ensure that sales team vehicles are registered and inspected timely, receiving insurance cards, stickers, etc.
- Successfully build and maintain lasting relationships with coworkers and customers.
- Support sales team in daily tasks as needed and other duties as assigned by your supervisor.
Requirements
- High school diploma, general education degree or equivalent working experience
- Power sports, ATV or UTV knowledge is a plus.
- 2 to 3 years of work experience in an office capacity.
- Must be punctual and dependable and able to work independently.
- Must be a highly organized, self-motivated, goal- and detail-oriented individual.
- Must have presentation skills to report to upper management.
- Must be able to prioritize meeting deadlines, multi-task and easily adapt to changing situations.
- General knowledge of office and/or assisting principles and practices.
- Computer literate and able to learn and understand new software systems as needed including DocuSign, Adobe PDF Pro, SAP (or comparable ERP system), CRM Systems, and all Office programs.
- Communication skills, both verbal and written are required.
- Listening and problem-solving skills are a must.
- Positive attitude and good attendance are critical for success.
- Must successfully work individually and as part of a team.
- Paralegal training or legal expertise is a plus.