Sales Administrator - Marine Autonomy

Vacancy: Sales & Business Development
Title: Sales Administrator- Marine Autonomy
Sea Machines is a fast-growing startup specializing in autonomous technology for unmanned vessels. Our technology enables ships to operate autonomously and remotely, increasing safety for marine crews, and radically improves operator productivity.

www.sea-machines.com
 
Job Summary
We are seeking a Boston-based Sales Administrator to boost capacity and performance of the global sales team through order coordination, CRM management and customer communications, and coordination of commercial processes.

Key Responsibilities

1. Sales Administration & Coordination

• Provide daily administrative support to the global Sales and Business Development team.
• Maintain database of customer application records and orders
• Coordinate internal approvals for quotations, pricing, and commercial documentation.
• Track outstanding quotations, customer inquiries, and administrative deliverables.
• Assist with scheduling customer meetings, demonstrations, and sales-related activities.
• Coordinate with Finance, Operations, Engineering, and Customer Success to facilitate sales activities.

2. CRM Management & Sales Reporting

• Monitor CRM data quality and identify missing or outdated information.
• Maintain accurate and current customer, opportunity, and sales activity records
• Support sales personnel in maintaining opportunity stages, expected close dates, quotations, and customer information.
• Prepare routine sales reports, pipeline summaries, and activity reports for management.
• Maintain organized records of customer communications, proposals, and commercial agreements.

3. Quotations, Orders & Contract Administration

• Maintain organized records of executed agreements, quotations, and customer purchase orders.
• Coordinate administrative requirements associated with customer onboarding and vendor registration.
• Support the transition of contracts to Finance, Operations, and Program Management.
• Track commercial documentation requirements and outstanding customer deliverables.
• Assist with documentation required for international transactions and government processes.

4. Customer & Partner Coordination

• Maintain current contact information and records for customers and partners
• Support the preparation of customer presentations, meeting materials, and follow-up documentation.
• Assist with coordinating international sales activities across different time zones.
• Support customer onboarding and commercial handoff processes.

5. Sales Operations & Process Improvement

• Identify opportunities to improve administrative efficiency and standardize sales processes.
• Maintain organized sales documentation, shared folders, and commercial records.
• Support the development and implementation of sales administration procedures.
• Assist with tracking sales performance metrics and administrative KPIs.
• Support preparation of materials for management reviews, business planning, and sales meetings.

Required Skills and Qualifications

Qualifications

Required

• US Citizen with 2–4 years of experience in sales administration, sales coordination, commercial operations, or a related role.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook.
• Experience working with CRM systems.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Demonstrated ability to work independently and coordinate across departments.
• Strong document management and administrative skills.

Preferred

• Experience supporting international sales operations.
• Familiarity with government contracting, defense procurement, or industrial technology sales.
• Experience preparing commercial quotations, proposals, and purchase order documentation.
• Experience with CRM systems and sales reporting tools.
• Familiarity with marine industry, robotics, autonomy, or other technical industries.
• Experience supporting geographically distributed teams.