Summary

Reporting to the Head of Sales, the Sales Administrator owns the commercial and technical set-up behind every customer order: quotes and pricing, PDS designs and production specs, customer and item set-up, customer documentation, CRM administration and the customer complaint process. The role makes sure every new spec, item and price is approved and set up before the first order reaches the Order Desk, and acts as the trained backup for the Logistics Coordinator / Order Desk. The successful candidate is adaptable, brings a detailed and critical perspective to data entry and record keeping, manages time well and can identify and prioritize day-to-day tasks.

Proficient with the MS Office Suite of applications with strong Excel skills.

Duties:

Quotes & Pricing Administration

- New or Revised Quotes
- Costing of RFQ's (using freight costs supplied by the Order Desk)
- Mass Pricing Adjustments and Quarterly Pricing Adjustments
- Manage Costing Checklists & Approvals

Customer & Item Set-Up

- Set up new customers, items and specs in SAP and Mill Manager before the first order
- Maintain customer pricing in SAP, Coupa and customer online ordering systems
- Resolve PO price discrepancies flagged by the Order Desk

PDS Designs & Production Specs

- Creation of PDS Designs and updating PDS with Customer Modifications
- Administration & Maintenance of Customer Spec Approvals and PDS Folders
- Create and Maintain Sales to Production Approval Sheets and Excel Specifications
- Update PDS Drawings for Production as Required
- Liaise between Sales & Production on spec changes and issues

Customer Documentation Requests

- HT Certifications
- Allergen Statements
- QA Questionnaires
- All other Documentation Requests as Required

Pipedrive (CRM)



Administration

- Lead collection and outreach – research recent prospects and contacts, load them into Pipedrive and complete initial outreach for the Sales team
- Set quote follow-up and first-order follow-up tasks for the Sales team
- Trigger Sales Staff Calls to Action (Order Issues/Customer Questions)
- Update Pipelines and prepare data for monthly departmental KPI reporting

Customer Complaints & Quality

- Log all customer complaints in the Complaint Tracker (including those raised through the Order Desk)
- Issue Root Cause Reports
- Issue Corrective Action Reports and track them to close

Documentation & Work Instructions

- Own the Sales and Order Desk work instruction library; update & create as required
- Maintain Departmental Templates & Folders
- Maintain & Administer Departmental Policy Documentation

Other Duties

- As assigned by Head of Sales

Hand-offs

- To Order Desk: approved spec, item and price set up in SAP/Mill Manager before the first PO; spec changes issued through the Sales to Production Approval Sheet.
- From Order Desk: PO price discrepancies, order issues and customer complaints; current freight costs for quoting.
- To Sales Representative: completed quotes, documentation and Pipedrive calls to action.

Cross-Coverage Trained backup for the Logistics Coordinator / Order Desk during absences and peak periods:





- Order entry, order changes and rush orders in SAP, Coupa and Mill Manager
- Order desk calls and emails; customer ETA updates
- Carrier bookings, dock appointments, customer pickups and customs paperwork
- Receiving incoming packages; assisting with lumber/cant receipts, tags and tallies

Barco Materials Handling Ltd. is committed to employment equity and encourages applications from women, visible minorities, Aboriginal peoples and persons with disabilities. Barco Materials Handling Ltd. is committed to accommodating applicants with disabilities throughout the hiring process, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Our Human Resources team is responsible for working with applicants requesting an accommodation at any stage of the hiring process. In accordance with Ontario legislation, we disclose that we do not use artificial intelligence (AI) to make hiring decisions. All applications are reviewed by a human member of our management or Human Resources team. Basic application screening tools provided by the job platform (such as location or eligibility filters) may be used for administrative purposes only.

Job Types: Full-time, Permanent

Pay: $50,000.00-$55,000.00 per year

Benefits

- Casual dress
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care

Experience:
- Customer service: 2 years (required)
- ERP systems: 1 year (required)
- Microsoft Excel: 2 years (required)
- Pipedrive: 2 years (preferred)
- Sales administration: 2 years (required)

Work Location: In person

📌 Sales Administrator (Cambridge)
🏢 Barco Materials Handling
📍 Cambridge