Sales Administrator

PRG is the worlds leading provider of services and solutions in entertainment and live events. Every day, we turn the creative vision of our customers into production and technical reality, deepening their connection to their audiences.
What sets us apart are our people. No other company in our industry has such a deep and diverse bench of talent, working across theatre, TV, film, music, corporate events, equipment rental and more. With over 250 patents and registered trademarks, PRG is defined by innovation. And through our network of 38 offices spanning five continents, we can deliver for our customers anywhere around the globe.

The Sales Administratorpositionresponsible for supportingAccount Executives, Finance, and Operations throughout the lifespan of a show or project. The primary support function will include Salesforce opportunity creation, maintenance and pipeline accuracy, proposal preparation and revisions, invoicing (both within Fusion projects and within the Account Management System), contract preparation and redline facilitation with legal, insurance requests, collection, and direction of payment application, purchasing, and overall project monitoring. The Sales Administrator manages 50 projects per year with value up to 5,000,000.00. Project focus is on medium L2 shows and tours, moderate in complexity, including one or more discipline and production location. The Sales Administrator maintains mid-level relationships and communication with client finance and business management. The relationships are facilitated by the Sales Executive and assisted by them and management. Majority of workload is managing projects for mid-level Sales Executives. Most tours maintain a U.S. routing and are medium in complexity.

Essential functions

• Daily support, and coordination with accounting, sales, and operations.
• Creating and maintaining all Salesforce opportunities for Music from solicitation to closed won (responsible for pipeline and forecasting accuracy); Constant communication with sales to ensure accuracy.
• Connecting with PM’s and organizing all aspects of a project to prepare uniform client facing proposal.
  • Overseeing quote turn-around times and deadlines
  • Checking all budgets
  • Ensuring all budgets are cohesive for multi discipline.
  • Questioning labor estimates, working with labor department
  • Cross referencing RFPs with budgets for accuracy
  • Sending customer proposal and overseeing responses and communications
  • Make all updates and changes needed until closed won.
• Once opportunity confirmed, gathering billing details, and due diligence for new customers (credit checks etc.)
• Initiated fusion project management set up.
• Project number provided to labor department.
  • Fusion customer
  • Fusion contract
  • Fusion budget
  • Fusion invoicing
  • Fusion statements
• Creating customers in the AMS and invoicing ‘push to print’ for dry hire
• Creating terms and conditions for all projects
  • Overseeing redline process.
  • Acting as a liaison between legal and customer
  • Ensuring all legal discussions are facilitated until final, signed contract is achieved.
  • Finalized contract saved in opportunity in Salesforce and share drive.
• Works closely with labor department to gather all labor costs, 1099 labor.
  • Initiate vendor set up for new 1099 labor.
  • Create corresponding labor budget bill schedule to monitor payment and organize information.
  • Monitor payments for vendors and deadlines with corporate AP
• Initiate all vendors set ups for service related subrentals
  • Create POs for service related subrentals
  • Facilitate and organize deposit payments and deadlines for payment to ensure all rentals are delivered.
• Creating weekly bill schedule for tours to dictate invoicing (included on contract)
  • Monitor and handle upwards to 5,000,000.
  • Managing and organizing all invoicing for Music, weekly bill schedules or one offs
  • Managing all terms (deciding what the customer payment should be)
• Making insurance request, and working with our carriers for reciprocal
• Coordinating with Canada – for all Canada billing/ intercompany invoicing and all foreign entities
• Responsible for all collections of projects managed.
  • Monitoring terms and chasing all payment to keep aging healthy.
  • Managing deposits and COD
  • Running credit cards for COD
• Instructing and guiding corporate finance on payment application
• Communicating pending payments to corporate finance (timelines etc.)
• Ensuring all systems match
  • Salesforce final, matching contracted end amount, matching Fusion contract for cohesive reporting.
• Working with Accounting to assist with revenue event organization, ensuring a simple month end close.

Knowledge, Skills, and Abilities

• Proficiency Microsoft Excel, Outlook, and Word will be needed to be successful in this position; Oracle 11i, Oracle Fusion, Salesforce a plus.
• Ability to multitask and organize will be required
• Experience in Project Management, entry level Accounting,
• Some basic understanding of redlining contracts/comparing documents and applicable software, etc.
• Able to execute timelines and stay on tight schedules.
• Able to work with sales, operations, clients, vendors, and intercompany suppliers (relationship building critical)
• Ability to be able to manage multiple projects – 10 or more at a time, in a high-pressure environment.

Required education and experience.

• High school diploma some college preferred.
• 3 years in similar industry or position; experience in entertainment industry a plus

Competencies

• Integrity, Reliability
• Adaptability, Planning, Organization, Work Standards
• Initiative, Problem Solving, Decision Making, Conflict Resolution
• Communication Skills, Emotional Intelligence, Stress Tolerance
• Teamwork, Team Building

Physical demands

• Must be able to remain in a stationary position for extended periods of time.
• The employee may occasionally lift and/or move up to 20 pounds.
• The position requires the ability to see clearly (with or without the aid of glasses or contact lenses) during responsibilities on and off a computer.
• Must be able to communicate effectively by listening and in both written and verbal forms.
• Other duties
• Understanding of and compliance with company policies
• Performs additional duties when required.

Travel required

• Travel may occasionally be required to on-site systems and facilities.
• Must have valid Driver’s License.

The pay range for this position is estimated to be $22.00 - $27.00 per hour. Actual salary to be determined by the experience, knowledge, skills and abilities of the applicant combined with location and alignment with market data.

PRG is an Equal Opportunity Employer. PRG is a drug-free work environment, pre-employment testing will be required.

This is a safety sensitive position and will require pre-employment drug screening.

Production Resource Group LLC participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. 

PRG cares about the safety of our employees and applicants. PRG does not use chat rooms for job searches or communications. PRG will never request personal information via informal chat platforms or unsecure email. PRG will never ask for money or an exchange of money, banking or other personal information prior to an in-person interview. Be aware of potential scams while job seeking. For information on job scams, visit, https://www.consumer.ftc.gov/JobScams or file a complaint at https://www.ftccomplaintassistant.gov/.