Sales Office Coordinator

About the role

The Sales Office Coordinator provides essential administrative and customer relations support to the Texas and Alberta Sales Director, Sales Managers, and Sales Engineers. This role is crucial for ensuring efficient sales operations, managing customer inquiries, processing orders, and maintaining organized sales records.

Responsibilities

• Answer phone calls in a timely manner and communicate professionally with customers.
• Manage office supplies and literature inventory, ensuring adequate stock while minimizing budget.
• Coordinate with temporary agencies for staffing needs during extended absences, including training temporary personnel.
• Manage and organize business cards and sales leads in the customer database and salesman binders.
• Binders or slide booklets for presentations, shall be generated upon request.
• Resource scheduling, output management and reporting:
  • Create and maintain electronic EG files for inquiries and direct purchase orders on the local “T” Drive.
  • Handle spare parts inquiries, quotations, status requests, and purchase orders.
  • Ensure Graham T&Cs and warranty forms, negotiated customer terms & conditions on file, or master purchase agreements on file are included with Quotations as appropriate.
  • Handle small equipment proposals and order entry as needed by salesmen.
  • Enter and update customer correspondence and status in Oracle Cloud (CX) CRM, including project cancellations and order placement dates.
  • Generate Monthly/Quarterly Follow-Up Reports from Oracle Cloud (CX) and distribute them to Sales Engineers.
  • Manage travel, hotel, and car rental arrangements and reservations upon request.
  • Update account lists and add new accounts in the Access database, new account journal, and individual salesman account lists.
  • Perform standard copying and collating of proposals and documents upon request.
  • Date, sign, and code bills for Accounts Payable, allowing time for management review and filing paper invoices.
• Continuous Improvement:
  • Identifies and recommends improvements for office processes and supply management.
  • Schedules necessary repairs for office equipment.
  • Maintains the local “T” Drive by e-filing all correspondence pertaining to specific EG# and/or job # on a regular basis.
  • Downloads website inquiries and uploads quotes to the website.
  • Scans documents and downloads RFQs and documents as necessary.
• Professional Development (self and reports):
  • Maintains self-sufficiency and the ability to make independent decisions on a daily basis.
  • Continuously improves communication skills and multitasking ability, especially in customer interface.
  • Proactively handles customer expediting request such as delivery status, drawing status, etc. on a routine bases. Escalates issues to salesmen or engineers when immediate attention is needed.

Qualifications

• Education and Training: High school GED.
• Experience: 5+ years of office administration experience.
• Other: Must be willing to work overtime as required. Minimal travel may be required.
• Preferred: Good Communication skills and multi-tasking ability as well as customer interface experience.
• Skills: Proficiency in MS office applications including spreadsheet, enterprise resource planning, database, and specialized application software. Strong written and verbal communication skills required. Strong organization and time management skills. High attention to detail. Ability to successfully plan and implement objectives within established timelines and work schedules. Ability to work independently, with minimal direction as a highly motivated self-starter and within a team oriented culture. Exhibits polite and professional communication via phone, e-mail and mail. Maintain strict confidentiality regarding company matters. Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan. Maintain a collaborative relationship with internal and external stakeholders.