Sales Coordinator

Title: Sales Coordinator

Basic Function:
Responsible for the entire sales order process, from the proposal/quote, to order entry, through the punch list and final invoicing. Provides accurate and timely service in support of sales people, project managers, and clients.

Specific Responsibilities and Duties:
  • Customer Service 
  • Supports all efforts of assigned sales people 
  • Communicates with project management regarding order status, punch list items, and the scheduling of product for delivery/installation 
  • Provides clarification and responds to sales, project managers, accounting, and customers’ questions pertaining to order status and/or issues Order Preparation 
  • Assists sales with pricing, product research, and technical order information (custom requirements, etc.) 
  • Assists sales with accurate preparation of proposals/quotes 
  • Reviews and proofs orders for accuracy and completeness • Prepares and executes purchase orders Sales Order Management 
  • Submits and communicates order information to appropriate internal and external personnel (sales, project managers, accounting, manufacturers, installation companies, customers) 
  • Compares order acknowledgments to orders; resolves discrepancies with manufacturers, and/or internally; uploads acknowledgement information into computer system; requests changes with manufacturers, as directed 
  • Follows up with manufacturers to ensure that product ships on acknowledged ship dates, obtains tracking information and enters it into computer system 
  • Reviews product receiving information from receiving warehouse and verifies accuracy; researches and resolves discrepancies; enters receiving information into computer system 
  • Requests preparation of final invoices to customers; verifies that invoice amount matches customers’ approved quote/proposal 
  • Enters and tracks punch list/warranty orders 
  • Prepares and manages small transactional orders, independently Documentation 
  • Maintains hard copies of master sales order files; attaches/uploads all pertinent project documents in computer system 

Requirements:
 
  • Must be extremely organized, detail-oriented, and committed to delivering a high level of customer service
  • Ability to work with a hands-on sales team, take direction, and be a team player 
  • Must be able to multitask while working in an open office environment 
  • Ability to learn industry-specific software programs •Working knowledge of Microsoft products (Outlook, Word, Excel), and basic office equipment 
  • Must have excellent verbal and written communication skills 
  • Must possess a strong work ethic 

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