Position Summary The Sales Administrator is the operational backbone of the Rat Sound sales department. This role supports the sales and installation teams on installed audio and AV integration projects by preparing quotes and proposals, processing orders, coordinating with vendors, and keeping customer and project records accurate from first inquiry through final invoice. This is a detail-driven role for someone who is comfortable moving between customer communication, vendor coordination, and back-office systems. Familiarity with professional audio and AV products is a strong advantage, but a willingness to learn the product lines quickly is essential. Essential Duties and Responsibilities - Quote and Proposal Support Prepare, format, and issue customer quotes and budget proposals using company templates, ensuring consistent branding, pricing, and terms across all documents. Build equipment lists and line-item pricing from sales engineer notes, system designs, and vendor price lists. Request and track vendor pricing, dealer cost, availability, and lead times for quoted equipment. Maintain and update proposal templates, boilerplate scope language, terms and conditions, and standard exclusions. Track outstanding quotes and proposals, follow up on open items, and report status to the sales team. Assist with proposal assembly, including document layout, product cut sheets, spec sheets, drawings, and photos. Order Processing and Fulfillment Convert accepted quotes into sales orders and enter them accurately into the company inventory and order management system (Order Time Inventory / NumberCruncher). Generate purchase orders to vendors, confirm order acknowledgements, and track expected ship and delivery dates. Coordinate with the warehouse and installation teams on pick, pack, staging, and delivery requirements for project equipment. Arrange freight and shipping, obtain rate quotes, prepare shipping documentation, and track shipments to delivery. Monitor backorders, substitutions, and discontinued items, and communicate schedule impacts to sales staff and customers. Process RMAs, warranty claims, defective returns, and vendor credits through to resolution. Vendor and Purchasing Coordination Serve as a day-to-day administrative point of contact for equipment vendors and manufacturer reps. Maintain vendor records, dealer pricing files, and preferred-vendor assignments in the inventory system. Reconcile vendor invoices and packing slips against purchase orders and resolve discrepancies. Support periodic updates of vendor pricing lists across audio, lighting, power, and video product categories. Customer Communication and Account Support Monitor and triage the shared sales inbox and general sales phone line, routing inquiries to the appropriate salesperson and ensuring no customer request goes unanswered. Respond to routine customer questions on order status, pricing, availability, lead times, and shipping. Set up and maintain customer accounts, including contact records, billing and shipping addresses, credit applications, and payment terms. Collect and file customer resale certificates and tax exemption documentation. Prepare and send customer-facing correspondence, order confirmations, and follow-up communications. Records, Reporting, and Administration Maintain organized, current digital files for quotes, orders, purchase orders, project documentation, and customer correspondence. Enter and reconcile sales transactions between the inventory system and QuickBooks, coordinating with accounting on invoicing, deposits, progress billing, and collections support. Produce recurring and ad hoc sales reports, including open orders, bookings, quantity sold by item or vendor, and sales by customer or region. Support sales tax compliance tasks, including out-of-state transaction tracking and documentation requests. Support the installation team with project documentation, submittal packages, closeout paperwork, and equipment serial number and warranty records. Perform other administrative duties in support of the sales department as assigned. QualificationsRequired High school diploma or equivalent; two years of college or an associate degree preferred. Two or more years of experience in sales administration, order entry, purchasing, customer service, or a comparable operations role. Strong written and verbal communication skills, with a professional and responsive customer-facing manner. High degree of accuracy and attention to detail, particularly with part numbers, pricing, quantities, and documentation. Proficiency with Microsoft Office, especially Excel (sorting, filtering, formulas, and pivot tables) and Word. Comfort learning and working within ERP, inventory, and accounting software. Ability to manage multiple concurrent priorities and deadlines in a fast-moving environment. Strong organizational and follow-through skills; able to own a task from intake through completion without prompting. Preferred Experience in the professional audio, AV integration, low-voltage, or systems contracting industries. Working familiarity with professional audio, video, control, and networking product lines and terminology. Hands-on experience with Order Time Inventory (NumberCruncher), QuickBooks, or comparable ERP and accounting platforms. Experience preparing formal quotes, bids, or proposals. Understanding of purchase order workflows, freight and logistics, and sales tax and resale certificate requirements. Physical Requirements and Work Environment Primarily office-based work at a desk and computer for extended periods. Occasional time in a warehouse environment to verify inventory, packaging, or shipments. Ability to lift and move items up to 25 pounds occasionally. Standard business hours, with occasional additional hours required during peak project periods or installation deadlines. About Rat Sound Systems Rat Sound Systems is a professional audio company specializing in installed audio and AV integration. Our sales and installation teams handle a wide range of projects, from single-room system upgrades to large-format venue installations.

Pay:

$20.00 - $25.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) 401(k) matching Employee discount Health insurance Paid time off Retirement plan

Work Location:

In person