Part Time Coordinator, Sales

About the Role

Delta Industries, Inc. is a trusted regional construction materials supplier established in 1945. We are looking for a Sales Coordinator to join our team. This role is a key administrative and operational support position responsible for facilitating accurate sales reporting, assisting with accounts receivable and payable processes, and maintaining clear communication between internal departments, haulers, and customers. The role ensures the accurate processing of tickets, financial documents, and sales records while supporting the sales team with quotes, reports, and customer service.

Key Responsibilities

• Ticket Accuracy: Edit and maintain daily delivery ticket data; distribute ticket edit reports to appropriate personnel.
• Production Reporting: Calculate and report monthly cumulative yardage across all plants.
• Quote & Pricing Support: Assist sales managers in preparing and distributing customer quotes and pricing updates.
• Job File Management: Create, update, and maintain job files, ensuring pricing and project details are accurate.
• Backlog Reporting: Generate and distribute backlog reports to the sales and operations teams.
• Invoice Distribution: Print and email invoices, yardage reports, and other sales documentation as requested.
• Lost Load Documentation: Track, verify, and document approval of lost/rejected load forms monthly.
• COD Transactions: Process and post COD payments; maintain detailed logs of customer payments.
• Customer Service: Respond to customer inquiries related to COD orders, billing discrepancies, and general account information.
• Collections: Support collections by making follow-up calls and working with customers to resolve outstanding balances.
• Deposit Processing: Assist with bank deposits for payments received locally, ensuring all monies received are deposited same day (or next business day if received after bank hours). Help enforce payment handling guidelines with the area sales team when they facilitate customer payment directly.
• Account Auditing: Audit accounts for short pays, tax discrepancies, and lot number errors.
• Ticket Review: Index and review AR tickets across divisions; identify and report missing or inaccurate entries.
• Credit Management: Review and process credit applications before submitting to the AR team; complete paperwork for credits, rebills, and write-offs.
• Customer Account Support: Assist customers' AP teams with pricing, documentation, or billing issues to ensure timely resolution (such as friendly GC letters).
• Invoice Processing: Index and match BOLs to invoices for raw materials and hauling; enter raw material invoices ensuring correct coding.
• Document Management: Scan and index non-material invoices associated with all division plants into document management system ensuring accurate coding (including invoices for division truck shop, plant supplies, division office supplies, rentals, repairs, and utilities).
• Vendor Statements: Review monthly vendor statements and follow up on missing or unpaid invoices.
• BOL Filing: Maintain organized digital and physical records of BOLs for compliance and auditing purposes. Ensure purchase orders are received and included with the invoice when indexed.
• Plant Communication: Communicate with the plants to ensure all documents needed are received timely.
• Additional Support: Provide other coordination and support duties to ensure smooth operations of work site, including office supply orders and inventory, employee communication assistance, and petty cash management.
• Cross-Training: Cross train and support other divisions remotely if additional support is needed due to staffing needs (scheduled time off, or upon request).

Qualifications

• Minimum 2–3 years of experience in administrative, accounting, or sales support roles.
• Proficiency in Microsoft Office (Excel, Outlook, Word).
• Experience with OnBase or similar document management systems preferred.
• Strong organizational and multitasking skills with the ability to prioritize competing demands.
• Excellent verbal and written communication skills.
• High attention to detail with a commitment to accuracy and data integrity.
• Customer service-oriented with a professional and proactive approach to internal and external communication.
• Valid driver's license and compliance with company policy for business-related travel.

Working Conditions

• Occasional overtime may be required during peak periods.
• Close collaboration with various departments to ensure smooth operations.
• May need to drive to/from bank, post office, or other company business-related trips.