Commercial Sales Administrator

Position Summary

The Commercial Sales Administrator is the administrative backbone of the NY Marine & Ports commercial sales team. This role manages the contract life cycle, onboarding paperwork, and commercial records so the sales team can stay focused on customers. Just as important, this position keeps information flowing out of the commercial department.

The administrator makes sure Operations and Finance have the contracts, customer details, and updates they need when they need them. The ideal candidate is detail-oriented, highly organized, and comfortable keeping many moving pieces on track for a busy sales team.

Essential Duties and Responsibilities

Contract Life Cycle Track every commercial contract from request and draft through signature, execution, renewal, and expiration. Prepare contracts, quotes, and amendments for signature, confirming correct customer, terms, rates, and attachments before sending. Build and send DocuSign envelopes, manage signing order, and follow up on outstanding signatures.

Monitor upcoming renewals and expirations and alert the sales team in advance. Flag missing information, non-standard terms, or approval gaps before documents go out. Coordinate with the legal team for contracts that have been escalated to legal review. Customer Onboarding Coordinate with Accounts Receivable to collect onboarding paperwork for new commercial customers, such as account applications, credit documents, W-9s, and certificates of insurance.

Follow up on incomplete or expired onboarding documents. Coordinate with Accounts Receivable to ensure new customer information is complete and passed to Finance before work or billing begins. File Organization & Data Management Save contracts and supporting documents to the correct shared locations (e.g., SharePoint) using standard naming conventions and folder structures.

Enter and maintain contract, customer, and pipeline data in the commercial team’s custom tool, keeping it accurate and consistent with signed documents. Maintain Excel trackers and prepare status summaries for the commercial team and leadership. Calendar & Meeting Support Monitor commercial team calendars and meetings, helping schedule customer and internal meetings.

Prepare meeting materials, capture key notes and action items, and follow up on open items. Information Transparency Serve as the link between the commercial department and Operations and Finance, making sure each has the contracts, customer details, and updates they need. Communicate newly executed contracts, changes, and key dates to the right teams promptly.

Help document and improve commercial administrative processes and checklists. Perform other administrative duties as assigned. Required Qualifications: High school diploma or equivalent. 2+ years of administrative, contract administration, sales support, paralegal or operations support experience. Working proficiency in Microsoft Excel (sorting, filtering, formulas, basic lookups) and the Microsoft 365 suite (Word, Outlook, Teams, SharePoint).

Experience managing documents and files in a shared or cloud-based environment. Preferred Experience: Associate’s or Bachelor’s degree in business administration or a related field. Hands-on experience with DocuSign or similar e-signature platforms. Experience in marine, ports, construction, logistics, or another industrial setting.

Familiarity with CRM or ERP software. Experience supporting a sales team, including calendar management and contract administration. Experience with a multi-entity company structure. Physical Requirements: Ability to sit, stand, and work at a computer for extended periods. Ability to occasionally lift and carry up to 25 pounds (e.

g., project files or office supplies). Ability to view computer screens and printed materials with or without reasonable accommodation. Occasional travel to job sites may be required. Work Environment: Primarily office-based, with occasional visits to port, yard, or vessel locations. Regular use of a computer and phone for extended periods.

Fast-paced, team-oriented environment requiring strong organization and multitasking skills. Interaction with project teams, vendors, and clients on a regular basis. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. 8:00am-4:30pm