Job Profile Form

Hiring Profile

Question

Comments

Job Title/Position

Sales Support Specialist

Job Responsibilities

Describe the job role and the day to day tasks involved.

Best overall alignment. Covers documentation workflows, pricing/product information maintenance in systems, cross-functional coordination (credit, purchasing, vendors), tracker and report preparation, and sales operations support. Can be extended to include Mincron, SOR, SPR/EPR, and job account workflows.

Document Processing for Job Account Setup

• Compile and process required documentation including: Job Information Sheet, Permit Documentation, Signed Submittals, Signed Bid, and Notice of Commencement (Florida-specific).

Facilitate Submission to Credit / Job Account Creation Group

• Coordinate and send compiled documentation to the credit department to initiate job account setup on the company side.

Monitor Credit Review & Job Account Confirmation

• Track status of credit department review, confirm creditworthiness determination, and receive notification when the job account has been created and returned.

Claiming Setup in Internal System

• Set up claiming in the company system (Mincron) using the newly created job account information.

Special Pricing & Enhanced Pricing Requests

• Submit Special Pricing Requests (SPR) and Enhanced Pricing Requests (EPR) to Ream and various vendors to confirm and lock in price points for the job.

Florida Notice of Commencement (NOC) Processing

• A state-specific legal document required for construction job accounts in Florida.

Mincron ERP System

• The role requires hands-on claiming setup and execution within this platform.

Special Pricing Request (SPR) / Enhanced Pricing Request (EPR)

• This is a critical function of the role.

Special Order Request (SOR) Process

• The SOR compilation and submission to purchasing is a distinct workflow not addressed in the Sales Support or PO Data Entry JDs.

Credit Department Liaison Function

• acting as a facilitator between Sales Ops and the Credit/Job Account Creation team.

Job Account Lifecycle Management

• End-to-end ownership of the job account from document intake through claiming execution

Vendor Pricing Confirmation & Follow-Up

• Active follow-up with Ream and multiple vendors to confirm approved price points is a workflow-specific responsibility

Top 4 Core (Priority,

non-negotiable)

Requirements

• Document Processing & Job Account Setup: Collect, review, and compile all required job account documentation including the Job Information Sheet, Permit Documentation, Signed Submittals, Signed Bid, and Notice of Commencement (Florida). Ensure all documents are accurate, complete, and compliant prior to submission.
• Credit Department Coordination: Facilitate the submission of compiled job documentation to the Credit Department / Job Account Creation Group. Serve as the internal liaison to track account creation status, follow up on outstanding items, and confirm job account activation.
• Job Account Setup in Mincron: Upon receiving confirmed job account details from the credit team, accurately set up and configure claiming within the Mincron system using the assigned job account information.
• Special Pricing Request (SPR) & Enhanced Pricing Request (EPR) Submission: Prepare and submit SPR and EPR requests to Ream and applicable vendors to confirm and lock in negotiated price points for the job. Track approval status and follow up as needed.
• Claiming Execution in Mincron: Upon pricing approval, finalize and execute the claiming process within Mincron, ensuring all pricing, account, and job details are accurately recorded and processed.
• Special Order Request (SOR) Compilation & Submission: Compile the complete list of required items and SKUs for the job. Prepare the SOR package and coordinate submission to the Purchasing Department for procurement processing.
• Cross-Functional Coordination: Collaborate with the Credit, Purchasing, and Vendor teams throughout the job lifecycle. Serve as the operational point of contact to ensure seamless handoffs between departments.
• Documentation Management & Record Keeping: Maintain accurate, organized digital records of all job files, pricing approvals, account setups, SOR submissions, and correspondence throughout the process.
• Status Tracking & Reporting: Maintain active trackers for all open jobs, pending document submissions, pricing requests, and SOR statuses. Provide regular updates to management on pipeline progress.

Process Compliance: Ensure all transactions, submissions, and setups follow internal company policies, Florida state documentation requirements, and procurement/credit approval workflows.

Qualifications

Describe the qualifications the staff must have in terms of skills and capabilities

Required:

• Experience in sales support, sales operations, or commercial/order processing roles
• Strong proficiency in Microsoft Excel and Office Suite
• Experience processing documentation in a construction, distribution, or wholesale environment (preferred)
• Ability to manage multiple open jobs simultaneously with high attention to detail
• Strong written and verbal communication skills for coordination with credit, purchasing, and vendor teams
• Experience maintaining organized digital filing systems and operational trackers
• Ability to follow structured internal workflows and compliance requirements
• Strong data entry accuracy and process discipline

Preferred:

• Hands-on experience with Mincron ERP or similar distribution/wholesale ERP systems
• Familiarity with Special Pricing Requests (SPR), Enhanced Pricing Requests (EPR), or vendor pricing workflows
• Experience with Special Order Request (SOR) or purchase order compilation processes
• Knowledge of Florida construction documentation requirements (Notice of Commencement, Permit Docs, Submittals)
• Experience coordinating with credit departments or job account creation teams
• Background in HVAC, plumbing, electrical, or building materials distribution
• Experience working with procurement or purchasing teams in a B2B environment.
• Familiarity with claiming processes in a wholesale distribution setting

Competencies/Personal Traits

Recommended Department & Reporting

• Department: Sales Operations / D.O. Business Operations / Easy 123 Division
• Reports To: Sales Operations Manager, Branch Manager, or D.O. Business Operations Lead