Job Summary

The Sales Support Specialist I provides administrative and operational support to the sales team and branch operations with a primary focus on quote, contract, and order documentation. This entry-level role emphasizes transactional accuracy, timely system updates, and coordination to support a smooth sales and rental process from initial customer request through contract execution and fulfillment. The Specialist may answer incoming calls and assist walk-in customers by addressing routine inquiries, capturing requirements, and routing more complex needs to the appropriate sales or branch leadership team. This position is a safety-sensitive role that requires compliance and adherence to all safety regulations and procedures.

Key Responsibilities

Enter, update, and maintain customer, contact, quote-to-order, and contract information in CRM/ERP systems; ensure data accuracy and required fields are complete.
Prepare, revise, and submit quotes in CRM/ERP based on customer requirements, standard pricing, and approved discount/terms guidance.
Prepare and process rental and sales contracts and related documents (e.g., reservations, order confirmations, credit/PO documentation support, invoicing support documents) to ensure accuracy, completeness, and compliance with branch procedures.
Route contracts, supporting documentation, and exceptions for review/approval; coordinate execution (e.g., obtain required customer signatures and internal authorizations) and file completed documents.
Coordinate basic delivery and pickup logistics by communicating schedules, confirming details, and routing issues to the appropriate team members.
Answer incoming calls and assist with walk-in customers; provide routine product/service information, gather requirements for quotes, and route complex questions, pricing exceptions, or complaints to the appropriate sales representative or branch leader.
Collect and verify required order and contract details (e.g., billing and delivery information, jobsite details, PO numbers, tax-exempt documentation, contacts) and support credit/setup processes per policy.
Track and follow up on open items (e.g., quote status, approvals, signatures, documentation, order status, customer issues) and communicate updates to internal teams and customers as needed.
Maintain organized, audit-ready records for quotes, contracts, and supporting documents (electronic and/or paper) in accordance with company standards and branch requirements.
Escalate out-of-line conditions affecting customer satisfaction, order fulfillment, or safety to the appropriate leader.
Perform other related duties as assigned.

Knowledge and Skills

Clear verbal and written communication skills to support positive relationships with customers and internal teams.
Demonstrated attention to detail, accuracy, and follow-through; ability to learn quoting, contract, and order processes quickly.
Strong customer service skills, including professional phone and front-counter support; strong organization and time-management skills.
Professional, collaborative approach; ability to work effectively with sales, operations, and other branches.
Basic proficiency with Microsoft Office; ability to learn CRM/ERP systems (e.g., Salesforce, Moab) and enter data accurately.
Basic understanding of documentation requirements and operational processes in a rental/service environment (quotes, contracts, deliveries/returns, invoicing support) or ability to learn.

Qualifications

High school diploma or equivalent required.
0–2 years of experience in administrative support, customer service, inside sales, or a related role.
Must have reliable transportation.

National Trench Safety

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