Sales Admin Assistant & BDC Agent

SUMMARY

The Sales Admin & BDC Agent provides sales support, customer engagement, and administrative responsibilities. This role is responsible for supporting the sales and service departments by handling inbound and outbound customer communication, setting appointments, maintaining CRM records, and ensuring efficient execution of clerical and administrative tasks that support sales operations.

ESSENTIAL DUTIES

Business Development & Customer Interaction:

• Handle inbound/outbound phone calls, internet leads, and walk-in inquiries for sales and aftersales services.
• Respond to customer inquiries by phone, email, or in-person to schedule appointments and follow-ups.
• Qualify prospects and effectively direct inquiries to the appropriate Sales Consultant or department.
• Maintain and update the appointment log; confirm next-day appointments and monitor no-shows.
• Assist with lead follow-up and database management in coordination with sales consultants.
• Encourage repeat and referral business through excellent customer service.

Administrative & Clerical Support:

• Prepare and maintain accurate records of quotes, purchase orders, and invoices.
• Process documents for vehicle sales and coordinate with finance for internal routing.
• Input customer and vehicle data into the CRM and accounting systems.
• Organize and maintain filing systems (digital and paper-based) for sales documents and reports.
• Assist in compiling weekly and monthly sales performance reports.
• Manage office supplies inventory for the sales department and coordinate replenishments.
• Prepare sales packets, including checklists, handouts, and promotional material.

Cross-functional & General Support:

• Communicate with vendors and service providers for sales-related needs.
• Assist with planning and coordination of sales campaigns, marketing events, and vehicle displays.
• Work with other administrative clerks and departments to ensure smooth day-to-day operations.
• Attend regular department meetings and assist in documenting meeting notes and follow-ups.

QUALIFICATIONS

• Education
  • High School Diploma or equivalent
• Experience
  • 1-2 years of experience in a customer service or administrative role
  • Automotive experience is a plus
  • Proficiency in Microsoft Office Suite and CRM software.
  • Excellent communication (verbal and written), organizational, and interpersonal skills.
  • Ability to multitask, prioritize, and thrive in a fast-paced environment.
• Certification
  • Valid Saipan Driver’s License

KNOWLEDGE, SKILLS, AND ABILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Knowledge
  • Sales and Customer Service Principles – Understanding of basic sales techniques, customer relationship management, and customer service practices, especially in a dealership or retail setting.
  • Administrative Procedures – Knowledge of general office procedures, filing systems, and clerical practices including data entry, record keeping, and document control.
  • CRM and Inventory Systems – Familiarity with CRM tools, dealership software, or similar platforms for managing leads, appointments, and sales records.
  • Product and Service Knowledge – Awareness of dealership offerings, including vehicle inventory, services, financing options, and promotional campaigns.
  • Business Communication – Proficient in business correspondence including writing emails, memos, and customer responses in a professional tone.
• Skills
  • Customer Engagement & Follow-up – Skill in effectively interacting with customers via phone, email, and in-person; maintaining follow-ups to secure appointments and drive engagement.
  • Organization and Time Management – Ability to prioritize tasks, manage multiple responsibilities, and meet deadlines without compromising accuracy or attention to detail.
  • Verbal and Written Communication – Strong communication skills to convey information clearly, professionally, and confidently in both verbal and written form.
  • Data Entry and Accuracy – High level of accuracy in data input, file maintenance, and document preparation with minimal supervision.
  • Technical Proficiency – Comfortable using office productivity tools (MS Office, email, spreadsheets), databases, and CRM software.
• Abilities
  • Multitask in a Fast-paced Environment – Ability to shift between tasks such as handling customer calls, preparing sales reports, and processing paperwork seamlessly.
  • Build Positive Relationships – Capable of building rapport with customers, coworkers, and vendors to support a collaborative and customer-oriented work culture.
  • Maintain Confidentiality and Integrity – Ability to handle sensitive documents and customer information with discretion and professionalism.
  • Problem-solving and Initiative – Able to identify and address minor issues independently and escalate matters appropriately when necessary.
  • Adaptability and Learning Agility – Willingness to learn new systems, policies, and sales techniques to keep pace with evolving dealership operations.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The worker is subject to inside environmental conditions: Protection from weather conditions but not necessarily from temperature changes.

SUPERVISORY RESPONSIBILITY

This position has no direct supervisory responsibility

OTHER DUTIES

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job.  Duties, responsibilities, and activities may change at any time, with or without notice.