Sales Administrative Support

Job Description

Responsible for providing administrative and operational support to the sales team, with a primary focus on CRM management, billing, and accounts receivable. This role ensures that customer records are accurate and up to date, that billing sheets and invoices are prepared and sent out in a timely manner, and that delinquent accounts are tracked and followed up on. This position also assists the sales team with scheduling, follow-up, and customer communication, and provides basic product knowledge and quote estimating support.

Scope of Responsibilities & Position Expectations:

1. CRM Management:

a. Maintain accurate and up-to-date customer and prospect records in the CRM.

b. Document, track, and update leads, quotes, and customer activity in the CRM.

c. Generate CRM reports as needed.

2. Billing & Invoicing:

a. Prepare daily billing sheets accurately and on schedule.

b. Ensure all invoices are generated and sent out to customers in a timely manner.

c. Review billing information for accuracy prior to invoicing.

3. Accounts Receivable:

a. Prepare the monthly Accounts Receivable report.

b. Monitor customer accounts for past-due balances and identify delinquent accounts.

c. Assist in sending out notices and follow-up communications to delinquent accounts.

d. Support monthly invoice reconciliation and statement review.

4. Sales Support:

a. Assist the office team with scheduling appointments and managing calendars.

b. Follow up on outstanding customer and prospect inquiries.

c. Monitor and respond to emails, routing inquiries to the appropriate team member as needed.

5. Product Knowledge & Quote Estimating:

a. Develop and maintain working knowledge of the company's full range of products and services.

b. Prepare price quotes and estimates for prospects and customers.

c. Answer basic product questions from customers and route technical questions as needed.

Knowledge / Skill Requirements:

· Previous experience with a CRM system required.

· Strong attention to detail and accuracy, particularly with billing and financial data.

· Excellent organizational and time-management skills; ability to manage multiple priorities.

· Strong written and verbal communication skills.

· Comfortable following up on and discussing overdue balances with customers.

· Excellent computer skills, with specific proficiency in MS Excel, MS Word, and Teams, and an aptitude to learn new applications.

· Ability to learn and communicate product knowledge to support quote preparation.

· Collaborative work style with a commitment to supporting the sales team's success.

· Commitment to high professional and ethical standards in a diverse workplace.

· High school diploma required; Associate's or Bachelor's degree a plus but not required.

Key Duties Summary:

• Maintain and update CRM records for customers, prospects, and quotes

• Prepare and send daily billing sheets and invoices

• Prepare the monthly Accounts Receivable report

• Follow up on delinquent accounts and assist with collection notices

• Support sales scheduling and calendar management

• Monitor and respond to sales-related emails

• Provide basic product knowledge and prepare quote estimates

• Assist with monthly invoice reconciliation and statement review

EnVibe, Inc. is an equipment reliability partner specializing in predictive maintenance and advanced vibration analysis services for rotating machinery and critical assets. The company delivers a wide range of solutions, including vibration and oil analysis, laser alignment, dynamic field balancing, infrared thermography, ultrasonic evaluation, remote asset monitoring, and training programs. EnVibe focuses on improving reliability, safety, asset life, and production efficiency by using the latest technologies and data-driven practices. With nearly two decades of experience, EnVibe serves diverse industries such as petrochemical, refining, power generation, manufacturing, marine, healthcare, and municipal utilities. EnVibe builds long-term partnerships with clients through ongoing support, corrective services, follow-up analysis, and tailored programs that fit varied equipment environments.