Dealer Sales Administrator

RESPONSIBILITIES

• Provide office support for the dealer sales team, including internal and external workers. This includes assisting sales reps with issues such as exchanges, buy-backs, researching parts, etc.
• Coordinate order issues with sales/finance/production/shipping department lead.
• Prepare daily dealer order status report and weekly demand schedule for Production.
• Processing new dealer applications and set‑ups as submitted, including dealer agreements, minimum purchase and crate agreements via Docu Sign.
• Submit weekly sales reports to VP of Sales; and assist with special request reports as needed.
• Ensure proper documents are received, verified and approved; then upload documents to SAP.
• Processing orders received, creating sales quotes for dealer approval, while monitoring status and coordinating with other teams to ensure timely processing of orders.
• Process dealer terminations; investigating buybacks, creating RMAs as well as sending acknowledgement and acceptance for termination requests.
• Prepare and send dealer agreements and MPAs for signature.
• Prepare and send evidence of franchise forms (or other documents/letters) to dealer’s state DMV.
• Processing co‑op claims and communicating status on claims as needed.
• Creating or coordinating with Marketing team for promotions and other flyers.
• Answering sales calls, following up on customer service issues and relaying information to Sales Reps.
• Mailing brochures and marketing materials as requested from dealers or outside sales reps.
• Review and reconcile inventory on Excel, posting dealer inventory list to dealer portal.
• Compile new dealer welcome packages, letters, and credentials for sales team when new dealers are added; this includes preparing new dealer kits to send out with initial order.
• Review dealer profiles to ensure current and valid documents are on file; including licenses and insurance expirations; making changes in SAP as needed.
• Investigate and document state laws pertaining to our products to assist DSMs with territories.
• Troubleshoot customer issues, relaying to the appropriate departments timely and following up as needed.
• Responsible for new hire demo unit coordination and ensuring they receive new hire resources including binders, systems training, etc.
• Ensure that sales team vehicles are registered and inspected timely, receiving insurance cards, stickers, etc.
• Successfully build and maintain lasting relationships with coworkers and customers.
• Support sales team in daily tasks as needed and other duties as assigned by your supervisor.

• High school diploma, general education degree or equivalent working experience
• Power sports, ATV or UTV knowledge is a plus.
• 2 to 3 years of work experience in an office capacity.
• Must be punctual and dependable and able to work independently.
• Must be a highly organized, self‑motivated, goal and detail‑oriented individual.
• Must have presentation skills to report to upper management.
• Must be able to prioritize to meet deadlines, multi‑task and easily adapt to changing situations.
• General knowledge of office and/or assisting principles and practices.
• Computer literate and able to learn and understand new software systems as needed including Docu Sign, Adobe PDF Pro, SP (or comparable ERP system), CRM Systems, and all Office programs.
• Communication skills, both verbal and written are required.
• Listening and problem solving skills is a must.
• Positive attitude and good attendance are critical for success.
• Must successfully work individually and as part of a team.
• Paralegal training or legal expertise is a plus.