Sales Coordinator

About the role

Provides clerical support to the Sales and Project Management team: schedules activities, keeps sales records and project information, maintains customer contact & handles some duties of the Project Administrator in their absence.

Responsibilities

• Answers phones, route calls, take messages.
• Maintains a high degree of accuracy and professionalism in all correspondence.
• Researches and responds to inquiries regarding sales, bid or product information, shipping status, etc.
• Determines all bidders for bid projects and maintains up-to-date bidder list for all islands.
• Ensures quotation materials are sent to appropriate customers and copies filed electronically.
• Prepares quote files and assists in documentation of quotations; checks status of quotations; responds to inquiries about new quotes.
• Assists all department personnel with preparing all sales correspondence such as new orders, project completion letters, bids & quotation documents, parts quotes, freight quotes, purchase orders, etc. in a timely manner.
• Issues purchase orders and obtains vendor order acknowledgements verifying order details (product information, quantities, price, shipping instructions, shipping dates, etc.).
• Conserves sales staff time by completing required sales documents; following up with customers on the status of signed documents to process orders; quoting small parts; advising customers on the status of shipment schedules; submitting work order requests to service shops with appropriate documents.
• Schedules and tracks shipment of equipment and notifies all parties; provides necessary documentation for shipping; confirms receipt of shipment; submits customer invoicing, etc.
• Updates Equipment Management System with warranty information and Delta reporting in a timely manner.
• Initiates maintenance contract in prime products (DBS) with San Diego/HPC Service Dept. based on warranty start date & prepares completion letter.
• Assists in preparing copies of submittals and manuals for awarded/completed projects as needed.
• Monitors and maintains yard inventory; schedules deliveries with customers; coordinates consolidation; reports discrepancies to project managers/suppliers.
• Resolves inventory allocation problems by monitoring finished goods; anticipating needs; placing and expediting inventory replenishment; verifying receipt of inventory; maintaining yard inventory with proper tag system; notifying Project Administrator of discrepancies.
• Prepares, files and follows up on all claims (freight, SPAR’s, discounts, engine completion claims, merchandising/policy claims, etc.).
• Assists Project Administrator and provides backup in their absence.
• Maintains and orders all literature, promotional and office supply items.
• Processes all vendor invoices for payment accurately in workflow; verifies pricing with PO/quotes; ensures correct tax rates; files electronic copies of invoices in iMacs project files.
• Scans and files all documents in iMacs project files.
• Maintains up-to-date freight matrix for equipment inland/ocean shipping costs.
• Assists in conducting equipment inventory.
• Maintains customer satisfaction by establishing rapport with customers and others in a position to help meet customer needs; greeting them in person or on the telephone; answering or referring inquiries.
• Stores information by preparing folders and labels for new accounts; rearranging materials for space allotment or filing; filing information in designated areas.
• Supports operations by completing administrative and clerical assignments.
• Maintains quality service by following organization standards.

Requirements

• High school diploma or equivalent; or one to two years’ related experience and/or training; or equivalent combination of education or experience.
• At least two years’ working in a sales office environment.
• Strong organizational skills with the ability to multitask and establish priorities.
• High degree of accuracy.
• Good verbal and written communication skills and proper business etiquette; customer service aptitude.
• Good working knowledge of MS Office programs.
• Ability to type 45 wpm and use various office equipment such as copy machine, FAX machine, calculator, scanner, etc.
• Some experience relating to product knowledge & application; experience working with equipment vendors.
• Previous customer service experience.
• Previous knowledge & experience in using Caterpillar Dealer Information System (CDIS), preferably in the area of Equipment Management System (EMS).

Physical Demands

• Walking and moving on foot often up and down stairs or through uneven terrain.
• Handling: Seizes, helps or works with hands.
• Lifting: Raises or lowers miscellaneous equipment/paperwork; must be able to lift up to 10 lbs.
• Reaching: Extends hands and arms in any direction.
• Stooping: Bends body downward and forward by bending at knees or waist.
• Standing: Remains in standing position if required to perform various functions of the job.
• Vision: Read paperwork, employment files and records on the computer.
• Talking: Communications by phone and in person.
• Sitting/Standing: Sitting or standing at desk for long periods of time.
• Environmental Noise: Works in conditions with constant or intermittent noise.
• Temperature/Weather: Works in an office environment; may require walking/working outdoors for a period of time.

Pay

Estimated compensation: $29.11 – $33.55 hourly

Benefits

• Competitive compensation
• Great work environment and culture
• Career growth and advancement opportunities
• Training
• Medical, Dental and Vision plans
• Medical video appointments available
• Health Savings Account available
• Paid Time Off (PTO)
• 401(k) Plan + Company Matching
• Health and Dependent Care Flexible Spending Accounts
• Life & Accident Insurance
• Employee Assistance Programs
• Legal Plan
• Travel Assistance Plan
• Wellness Programs
• Referral Bonus Program
• Longevity Bonus Program
• Recognition Programs
• Hawthorne CAT discounts
• Boot Reimbursement
• Tuition Reimbursement
• Company-Supplied Uniforms
• Advanced Technical Training