Sales Administrator

About the Role
We\'re seeking a detail-oriented Sales Administration / Grant Coordination Specialist to guide homeowners through every stage of an Innovative/Alternative (I/A) septic-system project — from initial inquiry through approval, installation, grant reimbursement, and final closeout.

This is not an order-entry position. It\'s a customer-facing sales operations and government-process coordination role. The role is to make an otherwise complex septic replacement and grant process clear, organized, and complete for the homeowner — while keeping every file compliant and audit-ready.

What You'll Do

Explain our I/A septic-system offering, the expected process, customer responsibilities, estimated pricing, and potential grant availability

Keep customers informed of deadlines, requested information, approval status, installation timing, and any issues that may cause delays

Prepare proposals, contracts, deposit invoices, change orders, grant-related acknowledgments, and customer communications through Service Titan.

Obtain, enter, assign, and manage inbound and outbound leads in Salesforce.

Maintain rigorous compliance with company standards for recording every sales call, customer interaction, email, note, task, follow-up date, and sales activity in Salesforce.

Track each lead through defined pipeline stages, including new lead, contacted, qualified, site visit scheduled, estimate issued, grant application in process, grant approved, contract pending, installation scheduled, installed, reimbursement pending, and closed.

Promptly follow up on inactive or stalled leads and maintain accurate reasons for lost, deferred, or disqualified opportunities.

Coordinate & Tracking

Arrange homeowner site visits and field appointments through ServiceTitan, coordinating schedules with sales representatives, technicians, engineers, and installation personnel as appropriate.

Send initial budgetary or preliminary estimates through Salesforce before grant approval.

Prepare and issue detailed project estimates through ServiceTitan after grant approval, including eligible system scope, installation work, customer contribution, grant amount, and any exclusions or contingencies

Ensure Salesforce and ServiceTitan records remain consistent, including customer contact information, property details, project status, estimate values, appointment activity, and next steps.

Gather and organize customer information and supporting documentation required for grant applications, permits, site reviews, contracts, and reimbursement submissions.

Coordinate with county, town, village, health department, sewer district, engineers, manufacturers, installers, and other parties involved in the approval process.

Track grant applications, missing documentation, agency requests, approvals, inspection milestones, invoices, proof of payment, completion certifications, and reimbursement status.

What We're Looking For

Strong organizational skills and meticulous attention to detail

Excellent written and verbal communication; comfortable explaining complex processes in plain language

Experience coordinating multi-step processes with external parties and government agencies (a plus)

Ability to manage multiple customer files simultaneously without dropping details

Qualifications
The role requires strong CRM discipline, customer communication skills, administrative precision, and the ability to manage a high volume of homeowners through a multi-step sales, permitting, grant, and installation process.

#J-18808-Ljbffr