Manages boiler sales jobs from booking through closeout, including document review, credit approval, purchasing, vendor coordination, shipment tracking, invoicing, billing, collections, warranty administration, and job-file maintenance. Reviews customer purchase orders, prepares vendor purchase orders, enters budgets, tracks acknowledgments and ship dates, supports progress payments, and produces month-end reports. Requires strong computer, communication, organizational, and multitasking skills in a fast-paced administrative environment.
Description
Position: Administrator - Sales
Classification: FULL-TIME/NON-EXEMPT
Location: Fresno
Reports To: Administration Manager
The Administrator- Boiler Sales will need to have extremely strong computer skills, great communication skills and a team player to work within our Administrative and Service Depts. This position will be based in our Fresno office and will be responsible for compiling data, project managing boiler sales jobs from starting to end, by setting up jobs, obtaining credit approval, ordering equipment and accessories, working with our principals and other vendors on order tracking, preparing invoices, and performing billing functions in addition to other administrative tasks. Employees must be able to work in a fast-paced environment and handle multiple tasks efficiently.
- Processing and managing Boiler Sales Jobs. Booking the job; review the order documents; credit approval; review customer’s PO; place orders with vendors; shipment tracking; making shipping arrangements; vendor invoice approvals; billing customer; pre-liens; collections; operation and maintenance manuals; startups; warranties; close jobs.
- Obtain all necessary paperwork from salesman and book the job: Copy of customer’s purchase order; RFM quote number from CRM; Job Estimate Worksheet; RFM quote to customer, any vendor quotes. PO/Quote/Excel worksheet must all match.
- Review customer’s PO for any issues that may need to be clarified.
- Monitor commission jobs. Is this a Cleaver Brooks order over $250K? If so, we would prefer the customer to issue their purchase order to Cleaver Brooks c/o R.F. MacDonald, Cleaver Brooks will bill the customer and we will receive a commission check after the customer pays Cleaver Brooks. Cleaver Brooks assumes all the risk and liability for commission orders.
- Credit Approval
- Is Customer and/or jobsite in Netsuite?
- Open Job in Project Controller
- Enter Budget in Project Controller using the job estimate worksheet.
- Issue purchase order to vendor to place the order (make sure you know if order is for submittal approval or should it be released)
- Create invoice draft – do you need to invoice for a deposit? Jobs over $250K should have progress payments.
- Create Job File and upload ALL documents in Netsuite.
- Get customer’s purchase order reviewed and acknowledged by contract team.
- Get order acknowledgements back from vendors to ensure order has been entered and get your ship dates.
- Month End Reports
Purchasing – once credit is approved for an order, prepare the purchase order(s) to vendor(s) and email to vendor with appropriate order forms or vendors quote. Whenever possible, have your purchase order reference an attached quote so you don’t have to list all items line for line on the purchase order.
Requirements
Required Education and Experience:
- High School Diploma required; Associates Degree or higher desired.
- Ability to perform diversified clerical functions and administrative procedures.
- Excellent verbal and written communication skills.
- Proficient computer skills - Word, Excel and administrative software systems.
- Strong interpersonal skills.
- Ability to understand and follow written and verbal instructions.
- Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
- Excellent attendance and promptness a must.
Similar Jobs
.jpeg)
Artificial Intelligence • Hardware • Information Technology • Machine Learning
Provides executive administrative support to two Vice Presidents by managing complex calendars, meetings, customer interactions, international travel, expenses, events, and executive activities. Coordinates cross-functional initiatives and operating rhythms across Sales, Customer Engineering, HR, Finance, IT, Communications, and Facilities. Acts as a trusted gatekeeper and liaison, supports the Sales administrative team, and helps maintain an organized San Jose office. Requires proactive judgment, discretion, strong organization, and experience supporting senior leaders in a fast-paced global environment.
Top Skills:
Ai-Enabled Workflow ToolsAmex Global Business TravelAribaConcurMicrosoft 365Microsoft CopilotMicrosoft OutlookSharepointVirtual Meeting PlatformsZoom
Consumer Web • eCommerce • Food • Kids + Family • Design • Manufacturing
Provides temporary operational support to Sales and Marketing by maintaining customer, product, pricing, promotional, broker, and retailer data. Prepares sales, inventory, POS, forecast, and SKU reports; coordinates customer reviews, product launches, samples, sales materials, and retailer portal setup. Supports field-sales requests, discontinued-product sell-through, calendars, promotions, and cross-functional commercial initiatives while ensuring accurate and timely responses.
Top Skills:
1WorldsyncBazaarvoiceEdiExcelMicrosoft PowerpointMicrosoft Word
Energy
Provides administrative and operational support to the branch and sales team by processing customer orders, maintaining records, preparing sales documentation, reconciling inventory and accounts, coordinating vendor invoices, supporting accounts receivable, generating ERP reports, and responding to customer inquiries. The role also assists with month-end closing, document filing, meeting coordination, and branch access documentation.
Top Skills:
ExcelMicrosoft OutlookMicrosoft WordSyteline Erp
What you need to know about the Los Angeles Tech Scene
Los Angeles is a global leader in entertainment, so it’s no surprise that many of the biggest players in streaming, digital media and game development call the city home. But the city boasts plenty of non-entertainment innovation as well, with tech companies spanning verticals like AI, fintech, e-commerce and biotech. With major universities like Caltech, UCLA, USC and the nearby UC Irvine, the city has a steady supply of top-flight tech and engineering talent — not counting the graduates flocking to Los Angeles from across the world to enjoy its beaches, culture and year-round temperate climate.
Key Facts About Los Angeles Tech
- Number of Tech Workers: 375,800; 5.5% of overall workforce (2024 CompTIA survey)
- Major Tech Employers: Snap, Netflix, SpaceX, Disney, Google
- Key Industries: Artificial intelligence, adtech, media, software, game development
- Funding Landscape: $11.6 billion in venture capital funding in 2024 (Pitchbook)
- Notable Investors: Strong Ventures, Fifth Wall, Upfront Ventures, Mucker Capital, Kittyhawk Ventures
- Research Centers and Universities: California Institute of Technology, UCLA, University of Southern California, UC Irvine, Pepperdine, California Institute for Immunology and Immunotherapy, Center for Quantum Science and Engineering
