Sales and Operations Administrator

The Sales & Operations Administrator provides comprehensive administrative, operational, financial, and coordination support to the Vice President of Sales and Operations while serving as a key liaison across sales, operations, accounting, and external stakeholders. This role enhances workflow efficiency, ensures accurate reporting and documentation, facilitates cross-functional communication, and supports strategic initiatives that drive operational and sales effectiveness.

Key Responsibilities

1. Administrative & Executive Support

· Provide daily administrative and executive-level support, including calendar management, correspondence, document drafting, and information management.

· Maintain organized operational files, confidential records, and shared digital repositories.

· Prepare presentations, proposals, reports, and executive communications.

· Coordinate meetings, agendas, and follow-up action items.

2. Cross-Functional Communication & Liaison Support

· Serve as a central point of contact between sales, operations, accounting, leadership, customers, and vendors.

· Facilitate effective communication to ensure accurate information flow and alignment across departments.

· Build and maintain strong working relationships with internal and external stakeholders.

· Identify and assist in resolving conflicts or issues through coordination and communication.

3. Operational & Project Coordination

· Support execution and tracking of operational policies, SOPs, compliance initiatives, and strategic projects.

· Assist with scheduling, resource planning, and workflow monitoring across departments.

· Track project milestones, deadlines, deliverables, and action items; provide status updates to leadership.

4. Sales & Customer Support

· Assist with customer meetings, follow-ups, documentation, and communication tracking.

· Support key account activities and monitor customer service quality feedback.

· Coordinate sales-related marketing and outreach efforts, including conferences, publications, and social media support.

5. Accounting, Billing & Financial Support

· Collaborate with sales, operations, and accounting teams to ensure accurate and timely invoices.

· Prepare, review, and organize billing support documentation, including job tickets, timesheets, service logs, rental agreements, and work orders.

· Aid accounting when customers are unresponsive to requests such as PO requests, field ticket approval, and AR collections.

· Monitor active jobs to confirm job completion, rate accuracy, and billing compliance.

· Assist with accounts receivable and accounts payable coordination, including customer AP communication and PO matching.

6. Financial Reporting & Cost Control

· Assist operations with budgeting, forecasting, cost tracking, and variance analysis.

· Reconcile receipts, credit cards, travel logs, fuel logs, rentals, and expense reports.

7. Customer, Vendor & Contract Documentation

· Support new customer setup processes, including credit applications, insurance, tax, and billing documentation.

· Assist with contract, agreement, and MSA execution and tracking.

· Aid in maintaining vendor compliance documentation, including insurance certificates, W-9s, and renewals.

· Ensure shared files contain accurate, current proposals, agreements, NDAs, and related documentation.

8. Audit, Compliance & Continuous Improvement

· Maintain documentation to support operations internal and external audits.

· Assist with safety, regulatory, and compliance reporting requirements.

· Stay informed on industry trends, regulations, and best practices; identify opportunities for process improvement and operational efficiency.

Qualifications

I. Bachelor’s degree in business administration, Accounting, Operations, Communications, or a related field.

II. Strong knowledge of project management principles and practices.

III. 2–4 years of experience in administrative, sales, operations, accounting support, or liaison-based roles.

IV. Proficiency in Microsoft Office Suite, Business Central, and reporting or project management tools.

V. Excellent people skills and the ability to collaborate effectively with individuals at all levels within an organization.

Core Competencies

I. Financial Accuracy & Accountability

II. Operational Organization & Efficiency

III. Cross-Functional Communication & Relationship Management

IV. Confidentiality & Professionalism

V. Problem Solving & Conflict Resolution

VI. Adaptability in Challenging Environments

VII. Attention to Detail & Information Management

Conclusion

A Sales & Operations Administration job is important for maintaining effective communication and collaboration between different departments. This role requires strong interpersonal and communication skills, as well as the ability to navigate complex relationships. A Sales & Operation Administration serves as a bridge between parties, ensuring smooth operations and promoting mutual understanding.

Job Type: Full-time

Pay: $65,000.00 - $70,000.00 per year

Benefits:

- 401(k) 4% Match

- Dental insurance

- Health insurance

- Paid time off

- Vision insurance

- Work from home

Education:

- Bachelor's (Preferred)

Experience:

- Business Administration: 2 years (Preferred)

Work Location: Hybrid remote in Houston, TX