Retail Sales Administrator

Overview

About Model 1 Commercial Vehicles: Since we got our start in 1980, Model 1 Commercial Vehicles has grown to become the nation’s largest dealership, representing more than 20 top manufacturers across the U.S. And we did it all by listening to and investing in customers like you. Customers who want more than a dealer. Customers who want a partner in creative solutions to the challenges you face today, and visionary thinking for what’s next. It’s the strength of our relationships – both with customers and manufacturers – that allows us to keep a finger on the pulse of what our customers need and what’s possible to not just source but create together. Whether it’s custom-built vehicles or alternative fuel and electric vehicle (EV) options, customers have a partner from challenge all the way through solution and beyond. 

Our Core Values: At Model 1, we are committed to living our core values:

• Solving Problems: Trust what you know. Work together to find solutions.  See every angle and figure it out.
• Setting the Tone: Establish the mood that puts others at ease. Be the person that you’d want to interact with – approachable and transparent.
• Drive Forward: Keep your eyes up to see what’s ahead. Imagine better methods.  Seize opportunities.  Move the business and the market, meaningfully.
• Find Balance: Match your energy at work to your energy with family, friends, and community. Decide and align your priorities.  Pour into yourself and those around you.
• Own It: Take the extra step. Fix issues when they come up.  Care from start to finish.  Do the right thing, every time.

Job Summary: The Sales Administrator plays a critical role in supporting the sales team by managing deals from pre–closed-won through final delivery and DMV completion. This role serves as a central point of coordination between sales, customers, finance, DMV, transportation, and internal teams to ensure accuracy, compliance, and timely execution of sales transactions. The ideal candidate is highly organized, detail-oriented, customer-focused, and comfortable working across systems and departments.

What You Will Gain

• Competitive benefits including health insurance, paid holidays, and vacation pay
• Continuous training to provide you the opportunity to develop your full potential and be a true business partner
• Access to an expansive network of mentors and networking opportunities
• Top quality technology to assist in your daily responsibilities to allow for more efficiencies to deliver outstanding customer service

Responsibilities

Key Responsibilities:

Pre–Closed Won Support

• Assist sales in obtaining rebate and DMV quotes as requested.
• Check and confirm inventory availability and identify unit numbers when needed.
• Establish and maintain strong customer relationships throughout the sales process.

Closed Won Deal Processing (HubSpot)

• Track deals from Closed-Won status through completion of DMV requirements.
• Review deal documentation to verify accuracy and completeness.
• Accurately enter deals into Excede and create units for pre-sold inventory.
• Identify, track, and resolve outstanding deal items or exceptions noted during deal entry.
• Validate sales tax by confirming BOC accuracy against Excede via VERTEX integration.
• Validate payment terms using the accounting-approved terms matrix.
• Validate DMV fees by confirming quotes match BOC details and escalating discrepancies via HubSpot tickets when necessary.
• Check status of MSOs upon deal creation; escalate payment or MSO tracking needs to DMV and financing teams for stock units.
• Obtain title instructions from customers when not provided at the time of sale.
• Request, verify, and file exemption certificates as applicable in HubSpot and shared drives.
• Prepare and send Order Confirmations (M1) directly to customers when required.

Deal Monitoring & Customer Coordination

• Monitor and resolve issues that could delay shipment or delivery.
• Serve as the primary point of contact (POC) for customers post–Closed Won
• Coordinate with internal finance on internal financing status when applicable.
• Coordinate delivery schedules with customers and transportation partners.
• Proactively request outstanding items from customers (e.g., graphics, documentation) to ensure on-time delivery
• Respond to customer inquiries in collaboration with internal teams, ensuring timely and accurate communication.
• Communicate expected delivery dates and proactively address delays or changes.
• Act as liaison between supporting teams, escalating issues and clarifying deal status as needed.

Administrative & Sales Operations Support

• Create and maintain accurate customer profiles in HubSpot, including:
  • Exemption certificates
  • Blanket title instructions
  • Contact information and documentation.
• Maintain organized records of deal documentation and correspondence in Excede and/or shared drives.
• Identify trends, gaps, or bottlenecks in the sales process.
• Escalate issues and suggest process improvements to enhance efficiency and accuracy

Qualifications

Qualifications & Skills:

• Strong attention to detail and accuracy in documentation and data entry
• Excellent organizational and time-management skills
• Customer-focused mindset with strong communication skills
• Ability to manage multiple deals and priorities simultaneously.
• Experience working with CRM systems (HubSpot preferred) and ERP or deal-entry systems (Excede preferred)
• Comfortable coordinating across sales, finance, DMV, and logistics teams
• Proactive problem-solver with the ability to escalate issues appropriately

Preferred Experience:

• Sales administration, sales operations, or order management experience
• Familiarity with DMV processes, sales tax validation, and exemption certificates
• Experience working in inventory-based or transportation-related industries.

Pay Range