Sales Administration Coordinator

IVCi, LLC | Hauppauge, NY | Full-Time | On-Site About IVCi IVCi is a leading provider of audiovisual integration, unified communications, and collaboration solutions, serving businesses, educational institutions, and government organizations nationwide. For more than 30 years, we've helped organizations connect, communicate, and collaborate through innovative technology solutions and exceptional customer service. Our success is built on strong relationships, a commitment to excellence, and a team-oriented culture. As we continue to grow, we're looking for a motivated, organized, and detail-oriented Sales Administration Coordinator to join our team at our Hauppauge, NY headquarters. Learn more about us at www.ivci.com. Position Overview The Sales Administration Coordinator plays an important role in supporting IVCi's sales organization by coordinating administrative activities, managing sales-related processes, and helping ensure our sales team operates efficiently. This position works closely with our Enterprise Account Managers, Sales Operations, Marketing, and vendor partners to support sales opportunities, coordinate events, prepare proposals, and maintain organized workflows. The ideal candidate is a proactive problem-solver who enjoys working in a fast-paced, collaborative environment, takes ownership of responsibilities, and can manage multiple priorities with accuracy and professionalism.

Key Responsibilities

Sales Administration & Coordination

• Provide day-to-day administrative and operational support to Enterprise Account Managers and the broader sales team.
• Assist with sales proposals, presentations, bid submissions, and customer documentation, ensuring accuracy, completeness, and timely delivery.
• Review bid requirements, identify key deadlines, and coordinate necessary information with internal teams.
• Track and coordinate internal engineering requests and other sales-related deliverables.
• Support order submission processes by organizing required documentation and verifying consistency with customer contracts and purchase orders.
• Maintain accurate records, documentation, and information to support sales activities.
• Identify opportunities to streamline administrative processes and improve team efficiency.

Sales & Marketing Support

• Collaborate with Sales and Marketing to coordinate customer events, vendor-sponsored activities, and lead-generation initiatives.
• Assist in preparing sales presentations, marketing materials, and customer-facing collateral.
• Support the preparation of customer meetings, presentations, and quarterly business reviews.
• Coordinate event logistics, vendor participation, sponsorships, and related communications.

Vendor Partner Coordination

• Serve as a central point of contact for general vendor partner inquiries and communications.
• Coordinate vendor training sessions, product updates, and educational opportunities for the sales team.
• Maintain a centralized calendar of vendor events, training opportunities, and relevant industry activities.
• Manage vendor partner portals, user access, contact information, and related resources.
• Organize and distribute relevant vendor communications, product information, and program updates.

Qualifications

Required

• Strong organizational skills with excellent attention to detail.
• Ability to manage multiple tasks, prioritize competing deadlines, and follow through independently.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook.
• Strong Excel skills, including organizing and manipulating data, working with formulas, and preparing reports.
• Professional, dependable, and self-motivated, with a proactive approach to problem-solving.
• Ability to collaborate effectively with sales professionals, management, customers, and vendor partners.
• Comfortable working in a fast-paced environment where priorities may shift.

Preferred

• Associate's or bachelor's degree in business administration, communications, marketing, or a related field.
• One or more years of experience in sales administration, sales support, customer service, or a similar coordination role.
• Experience working with CRM systems, sales processes, proposals, or order management.
• Familiarity with audiovisual technology, unified communications, collaboration solutions, or related technology industries.
• Experience coordinating vendor relationships, training sessions, or business events.

Prior audiovisual industry experience is a plus, but not required. We value candidates with strong organizational skills, initiative, and a willingness to learn. What We're Looking For We're looking for someone who takes pride in keeping things organized, enjoys supporting a team, and understands that the details matter. The right candidate is comfortable taking initiative, anticipating needs, and ensuring tasks are completed accurately and on time. This is an excellent opportunity for an administrative professional who wants to build a career within a growing technology organization while gaining exposure to sales operations, marketing, and vendor management. Compensation & Work Location Salary Range: $50,000–$75,000 annually, commensurate with experience, qualifications, and relevant industry knowledge. This is a full-time, on-site position based at IVCi's headquarters in Hauppauge, New York. Equal Employment Opportunity IVCi is an Equal Employment Opportunity Employer committed to maintaining an inclusive and respectful workplace. We consider qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law. We welcome applications from veterans, experienced professionals, and individuals returning to the workforce.

Join the IVCi Team If you're organized, resourceful, and enjoy helping a team succeed, we'd love to hear from you. Learn more about IVCi at www.ivci.com.