Administrator, Sales

Job Details: Job Location: Shared Srvs - Las Vegas HQ - Las Vegas, NV, Position Type: Full Time, Education Level: High School, Salary Range: $55000.00 - $75000.00Salary/year, Travel Percentage: Negligible, Job Shift: Day, Job Category: Admin - Clerical, About CES Power

Founded in 2000 and headquartered in Las Vegas, Nevada, CES Power provides reliable and safe power solutions to customers in the broadcasting, entertainment, industrial, and other demanding markets. CES supports some of the world’s most complex and high-profile events through technology-driven, sustainability-focused power services.

CES Power is a portfolio company of Allied Industrial Partners, a middle-market private equity firm investing in high-growth industrial businesses.

Position Summary

The Sales Administrator independently owns designated administrative portions of the quote-to-cash process for an assigned portfolio of Account Managers. The role creates and maintains accurate commercial records in CRM, coordinates required documentation, and controls administrative readiness from quote creation through job closeout.

This is not a field logistics or equipment-planning position. The role documents approved decisions, protects process integrity, and prevents incomplete work from advancing.

Operating Model

The role operates within a clear division of accountability across the quote-to-cash lifecycle:

Function

Primary accountability

Sales

Defines what the customer needs and how much CES will charge, including commercial scope, pricing, discounts, and terms.

Engineering Desk

Defines how CES will deliver the solution, including the technical design and equipment plan.

Operations

Executes the approved technical and operational plan and owns operational activity in Flex.

Sales Administration

Creates and maintains the commercial and administrative record in CRM and controls the assigned administrative steps through closeout.

Primary Responsibilities

CRM Quote Creation and Commercial Administration

Build accurate and timely customer quotes in CRM using the commercial scope, pricing, discounts, and terms provided and approved by Sales.
Maintain the CRM opportunity and quote record throughout the job lifecycle, including customer information, commercial assumptions, approvals, documentation, and status.
Confirm that required commercial inputs and approvals are complete before allowing a quote or order to progress.
Coordinate with the Engineering Desk to ensure the approved technical plan and the commercial record remain aligned without independently determining the equipment plan.
Support the controlled handoff of approved CRM information into downstream systems.
Identify discrepancies, return incomplete requests, and escalate unresolved or time-sensitive exceptions to the Sales Administration Manager.

Contracts and Customer Documentation

Obtain, organize, and maintain required contracts, purchase orders, certificates of insurance, tax documentation, deposits, credit forms, and other customer or job records.
Coordinate signature and approval workflows and verify that the appropriate authorized parties have approved required documents.
Communicate directly with customers regarding administrative and transactional requirements when appropriate or required, while the Account Manager retains ownership of the overall customer relationship and commercial decisions.
Support Finance and Credit by collecting required information and researching documentation issues; do not make credit decisions, negotiate overdue balances, grant exceptions, or own collection activity.

Change Orders Billing and Invoicing Support

Create and maintain complete change-order documentation based on approved scope and commercial decisions.
Track outstanding change-order approvals and promptly escalate items that may delay billing or closeout.
Prepare and release billing only after confirming that required documentation and authorized approvals are complete.
Support invoice preparation, customer documentation requirements, and resolution of invoice discrepancies in coordination with the Account Manager and Finance.
Maintain an accurate administrative record linking the original quote, approved changes, billing support, and final commercial outcome.

Job Cost Administration and Closeout

Validate and process job-cost documentation by confirming supporting records, coding, job association, and approval by the appropriate authorized leader.
Return or escalate incomplete, incorrectly coded, unsupported, or unauthorized submissions rather than processing them informally.
Complete administrative closeout by confirming that required commercial records, change orders, billing support, invoice documentation, and approvals are complete.
Track open administrative items and closeout aging and communicate risks to the Account Manager and Sales Administration Manager.

Pool Coverage and Customer Service

Initially support designated Account Managers through a primary-and-backup model while following shared processes and quality standards.
Accept work reassignment based on business priority, capacity, and coverage needs as the team progresses toward a next-up pooled model.
Provide reliable backup coverage and maintain records so another team member can continue work without disruption.
Deliver responsive, professional administrative service to customers and internal partners without assuming ownership of technical execution or the commercial relationship.

Decision Rights and Controls

The Sales Administrator is authorized and expected to stop or return work when required information, documentation, coding, or approval is missing. This includes holding quote progression, billing release, job-cost processing, or administrative closeout until the required conditions are satisfied. Urgent exceptions must follow the established escalation path; urgency does not replace authorization.

The role does not independently approve pricing, discounts, terms, technical designs, equipment plans, credit exceptions, job costs, billing amounts, or operational changes.

Performance Expectations

Meet established service levels for quote creation, documentation, change-order administration, billing release, invoice support, and closeout.
Maintain accurate, complete, and current CRM records with strong first-pass quality.
Reduce avoidable rework, billing delays, unsupported costs, and aged administrative closeouts.
Follow approval controls consistently while escalating legitimate business risks quickly.
Contribute to standardized work, cross-training, documentation, and continuous improvement of the centralized function.

Qualifications

High school diploma or equivalent; associate or bachelor’s degree preferred.
Two or more years of experience in sales administration, quote-to-cash, order management, contract administration, billing support, or a related business process role.
Demonstrated ability to manage multiple transactions, priorities, deadlines, and stakeholders with accuracy.
Strong written and verbal communication skills, including professional customer communication.
Proficiency with CRM platforms and Microsoft 365 applications, particularly Excel, Word, Outlook, and Teams.
Sound judgment, discretion, follow-through, and willingness to enforce documented controls.

Preferred Qualifications

Experience supporting complex, project-based, rental, construction, industrial services, live events, or field-service businesses.
Experience working across Sales, Finance, Engineering, Operations, and customer teams.
Familiarity with contracts, purchase orders, change orders, billing documentation, job-cost coding, or job closeout.
Experience in a centralized service team, shared queue, or primary-and-backup coverage model.

Core Competencies

Process ownership and personal accountability
Attention to detail and data discipline
Business judgment and appropriate escalation
Customer service without sacrificing control
Cross-functional coordination and clear communication
Urgency, adaptability, and resilience under pressure
Continuous improvement and team-oriented coverage

Work Location and Schedule

Based at CES Power’s Las Vegas headquarters in an onsite-first hybrid model.
Expected to work onsite at least four days per week. Team scheduling will maintain onsite Sales Administration coverage five business days per week.
Participates in a structured on-call rotation supporting nights, weekends, and holidays as business needs require.
Must be able to respond with urgency during peak periods while following documented escalation and approval procedures.

Physical and Environmental Requirements

This position is primarily performed in a professional office environment. It regularly requires sitting, computer use, repetitive motion, speaking, and hearing, with occasional walking. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Employment Statement

CES Power LLC is an equal opportunity employer. Employment decisions are made without regard to legally protected characteristics. This job description describes the general nature and level of work expected and is not an exhaustive list of every responsibility. Responsibilities may evolve as the centralized Sales Administration function matures.