• Sales Administration Supervisor

    Requisition #
  • Overview



    Customer First | Integrity | Excellence | Teamwork | Fun!


    Peterson Machinery has an immediate need for Sales Administration Supervisor to be based at our Hillsboro, OR or San Leandro, CA location.  


    About Us:

    At Peterson our Vision is to be our customers’ first choice.   We put our customers first and continually strengthen our partnerships through our employee’s hard work, ingenuity and determination.  Our 80 year history is a reflection of our collective efforts and focus.


    We provide a family oriented environment that promotes safety, personal growth and professional achievement.   Critical to our continued success is hiring and developing exceptional employees.  We are deeply committed to providing an environment necessary to attract and retain engaged employees who will relentlessly strive to reach Peterson’s strategic goals and vision.  We have high standards for our employees, with good reason.  They represent Peterson, our family, our brand, and our values to customers and our team members.


    Why Peterson?

    We have high expectations and so do you.  You are exceptionally motivated, have outstanding skills, and are looking for more than just a job.  We offer competitive wages, generous benefits, and promotional opportunities at a family owned and operated business that really cares about employees.  If you want to work side-by-side with others who are passionate about customer service, consider joining our team.  You can help us write more chapters in our success story as we move towards celebrating our 100 year anniversary.



    The Sales Administration Supervisor is responsible for supervising the Sales Administration team. The Supervisor will manage workflow, distribute work, and monitor administration metrics. Hiring, training and coverage planning for direct reports is also a key responsibility. The Supervisor is a working supervisor who will perform normal Sales Administrator duties, while overseeing the Sales Administration team. Key duties include invoicing customers for new and used equipment, post-sale claims processing/tracking, Sales Representatives commission vouchers, deal packet processing/storage, and Caterpillar Percentage of Industry Sales (PINS) tracking.


    • Perform all duties of a Sales Administrator while also ensuring that their direct reports fulfill their daily duties.
    • Supervise, mentor and support Sales Administration team as a primary point of support and coordinate for coverage when team members are out of the office.
    • Hire, develop and discipline direct reports as needed.
    • Travel at minimum monthly to San Leandro or Hillsboro to work with Sales team in person and participate in Sales departmental meetings
    • Manage reports and elevate any outstanding claims over 15 days.
    • Prepare program set aside write-off recommendations monthly for General Manager Used Equipment and Sales Operations to review and send to Earthmoving Sales (EMS).
    • Work with EMS to resolve outstanding warranty related set asides.
    • Reconcile deal packet missing items report from EMS to ensure complete packets are ready for audit.
    • Process customer invoices for new, used, and rental equipment, report all new Caterpillar machine sales via PINS Report, and create commission vouchers.
    • Insure timely invoicing to customers for new machine/attachment sales, used machine/attachment sales, monthly rentals, rental purchase options (RPO’s), and rental services (CA only).
    • Collaborate with Sales Management, Coordinators, Reps, Accounting, and EMS to maintain close tracking of invoices, initiate and track post-sale claims from Sales Rep iQuote worksheet until full recovery of funds from Caterpillar. Interaction with other departments and Peterson team members as necessary.
    • Keep current on Caterpillar Merchandising Programs in order to drive maximum utilization of all applicable “value-add” claim options.
    • Ensure timely submission of claims and full recovery of funds claimed. File claims within the allotted time-frame. Keep GCSS Reports at a manageable level (green status).
    • Manage RSA account balances and report to Sales Managers on a regular basis to ensure we are claiming appropriately and maximizing support dollars within Cat program guidelines.
    • Ensure machine packet contents are complete and in proper order before filing, protecting Peterson from audit violations.
    • All needed DMV processing for New and Used Sales deals.
    • Certificate of Origin (MSO) management
    • Work with CSA team to enroll all sold units as needed in Cat CSA tracking system.
    • Maintain electronic and hard copy files of equipment/attachment records as needed.
    • Keep current on relevant department and company operational and administrative matters.
    • Look for ways to continuously improve and refine department processes to reduce wasteful steps.
    • Other administrative, clerical duties as assigned by Manager.




    Associate’s degree or equivalent from two-year college; and two to three years related experience and/or training from heavy equipment industry or closely related field, or equivalent combination of education and experience. Experience working and coordinating with multiple departments a plus.


    • Working knowledge of CAT and allied equipment nomenclature. 

    • Ability to read, analyze, and interpret general business reports, technical procedures, or governmental regulations. 

    • Ability to write reports and business correspondence.

    • A basic level of accounting comprehension. 

    • Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. 

    • Ability to apply concepts of basic algebra.

    • Ability to use basic Microsoft Office programs and to learn specific computer applications as needed.

    • Ability to use Caterpillar web sites, Dealer Business System, and vast other electronic programs, systems, tools, and websites.

    • Ability to attach, print, save, scan documents from operating system, Internet, and various electronic sources.

    • May be asked to provide administrative support of computer resources and websites.


    Peterson Machinery Co. is committed to equal employment opportunity and affirmative action.  Minorities, females, veterans, and individuals with disabilities are encouraged to apply. A drug screen and background check is required.


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