Sales Support Coordinator

Responsibilities & Expectations

• Coordinate the collection of essential documentation from vendors, including W9 forms, OSHA logs, EMR, and Certificates of Insurance (COI).
• Manage and respond to customer requests for Certificates of Insurance in a timely and accurate manner.
• Address customer and vendor inquiries related to invoicing, purchase orders (PO), and other transactional matters.
• Complete and submit required vendor and customer documentation, ensuring compliance with all necessary standards and guidelines.
• Aid in customer collections efforts by tracking outstanding payments and facilitating communication between customers and finance teams.
• Prepare Time and Materials (T&M) and Fixed Price job details for invoicing, ensuring accuracy and timely submission.
• Oversee the creation and maintenance of customer accounts in the system, including credit reviews, terms and conditions (T&C), Master Service Agreements (MSA), and Non-Disclosure Agreement (NDA) reviews.
• Work closely with various departments, ensuring seamless communication and support for ongoing projects and initiatives.
• Aid in the setup of projects in NetSuite, ensuring proper documentation and alignment with customer agreements.
• Process and track vendor purchase orders (POs) to ensure the smooth flow of materials and services.
• Review terms and conditions and contracts for MSA’s and NDA’s.
• Set-up and review projects in NetSuite.
• Work with customers and sellers to receive PO for projects.
• Prepare job folders for invoicing.
• Assist with month-end closing and other administrative tasks, as needed.
• Prepare invoicing for NetSuite.

Qualifications and Competencies

• Excellent interpersonal skills, including the ability to build rapport with current and potential customers.
• Critical attention to detail.
• Excellent communication skills, both oral and written.
• The ability to understand, perform, and retain various job-related training.
• Flexible with hours, overtime, and some weekend work.
• Proficient in MS Office suite.

Who We Are

At Integrated Power Services (IPS), we're committed to empowering you to make a meaningful impact. As the industry's leading and fastest-growing service provider, IPS offers single-source electromechanical and power management solutions to enhance the reliability of critical infrastructure across North America and the United Kingdom. We serve over 30,000 essential customer locations, from renewable energy pioneers to hospitals, manufacturers, and municipalities, helping them avoid costly downtime and ensure mission-critical operations. When you join IPS, you're joining a team that's revolutionizing equipment and process reliability across diverse sectors, from power generation to petrochemicals, and beyond. You'll learn from industry experts, grow alongside a talented workforce, and be part of a company that is built on the Shared Values of Safety, Integrity, Teamwork, Accountability, Customer Focus, and Entrepreneurial Spirit.

Benefits

• Paid Time Off (PTO)
• 401k Employer Match
• Bonus Incentives
• Tuition Reimbursement Program
• Medical, Dental and Vision plans
• Employee Assistance Program (EAP)