Sales Coordinator I

Job Type Full-time Description

JOB OVERVIEW:

As Sales Coordinator I, you will provide administrative and sales order process support to the sales and project management teams. This includes receiving the completed customer signed quote and/or customer purchase order; inputting the order into the sales and work order systems; issuing purchase orders, coordinating, scheduling, monitoring, tracking, and reporting all aspects of equipment sales workflow. To be effective in this role, you must be able to manage multiple tasks in a fast-paced environment, with strong organizational, analytical and communication skills. You must also be willing to speak up when you see process breakdowns and/or improvement opportunities.

***WORK LOCATION NOTE***  

This position will start out working out of our Livermore Corporate office to learn to work close with as well as learn the processes of the position from the coordinator team.  As this individual becomes comfortable with the processes, they will transition to working out of our Pacheco facility located at 5739 Pacheco Blvd. Pacheco, Ca.  

KEY RESPONSIBILITIES:

The following reflects the essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time.

Equipment Coordination

• Coordinate all new, used, or rental equipment orders involving lift trucks, commercial equipment, batteries, chargers, allied, dock and door, lift truck attachments and other related equipment.
• Receive customer approved quotes and associated documents from the designated system, review for completeness, hold for any discrepancies and follow up on outstanding items.
• Create and receive purchase orders for products, vendors, supplies, and tools necessary to fulfill an order.
• Manage order workflow from order receipt, through credit qualification, purchasing, and invoicing.
• Prevent incorrect or questionable orders from flowing through without alerting and discussing with key parties.
• Input correct sales codes on orders to ensure accurate commissions payments once invoiced.
• Monitor order status and handle any issues that may arise within the order workflow.
• Provide proactive status to customers and stakeholders and serve as their main contact on order status.
• Collaborate across departments to ensure the most efficient and effective workflow.
• Assist customers and/or Sales Representatives with invoice/billing questions related to your orders.

General

• Answer incoming department calls and emails in a professional manner, assisting customers as needed.
• Ensure all documentation required for payment from customers is accurate. 
• Order equipment for stock as directed by management.
• Maintain project/order logs and digital files. 
• Provide quoting support as needed.
• Other duties, projects and tasks needed or assigned.

Requirements

QUALIFICATIONS & SKILLS:

Required:

• High school diploma with college, business and/or business school desirable. 
• 3 years of relevant office/clerical experience, preferably in an industrial environment.
• Demonstrated expertise in customer service and/or administrative skills gained in previous positions
• Detail-oriented with strong organizational skills
• Proven experience working effectively in a team environment with strong communication & listening skills
• Ability to shift priorities and manage multiple tasks in a fast-paced environment 
• Ability to take direction from others and work under pressure
• Ability to accurately file documents 
• Experience using MS Excel and other database(s) for tracking and data input 
• Ability to work independently and collaboratively.
• Ability to understand and follow written and verbal instructions in English.
• Demonstrated ability to act in a way that is consistent with our values.
• The ability to work at a branch office daily, if qualified for hybrid work-from-home status, then the ability to work independently at a home office that has high speed internet, with minimal to no distractions during work hours (7:30-4:30).
• Qualified background check, and drug screening.

Desired:

• Bilingual Spanish.
• Intermediate level knowledge of MS Word, Excel, and Outlook.
• 3+ years of experience keyboarding alpha/numeric data entry & filing.

PHYSICAL ENVIRONMENT:

• Position operates in a pr