Sales Coordinator

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.

1. Answers phones, route calls, take messages.
2. Maintains a high degree of accuracy and professionalism in all correspondence.
3. Research & respond to any inquiries regarding sales, bid or product information, shipping status, etc.
4. Determines all bidders for bid projects. Maintains up-to-date bidder list for all islands. Ensures quotation materials are sent to appropriate customers and copies filed electronically.
5. Prepare quote files and assists in documentation of quotations, checks status of quotations, inquiries about new quotes.
6. Assist 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.
7. Issue purchase orders and obtain vendor order acknowledgements verifying order is acceptable as is (i.e. product information, quantities, price, shipping instructions, shipping dates, etc.).
8. 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.
9. Schedules and tracks shipment of equipment and notifies all parties, provide necessary documentation for shipping, confirm receipt of shipment, submit customer invoicing, etc.
10. Updates Equipment Management System with warranty information and Delta reporting in a timely manner.
11. Initiates maintenance contract in prime products (DBS) with San Diego /HPC Service Dept. based on warranty start date & prepares completion letter.
12. Assist in preparing copies of submittals and manuals for awarded / completed projects as needed.
13. Monitoring / maintaining yard inventory, schedules deliveries with customers, coordinates consolidation, report discrepancies to project managers / suppliers.
14. Resolves inventory allocations 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 of yards inventory.
15. Prepare, file & follow up on all claims; freight, SPAR’s, discounts, engine completion claims, merchandising / policy claims, etc.
16. Assist Project Administrator and provide back up in their absence.
17. Maintains and orders all literature, promotional and office supply items.
18. Process all vendor invoices for payment accurately in workflow; verify pricing with PO / quotes, make sure tax rates are charged correctly, filed electronic copies of invoices in iMacs project files.
19. Scan and file all documents in iMacs project files.
20. Maintains up-to-date freight matrix for equipment inland/ocean shipping costs
21. Assist in conducting equipment inventory.
22. Contributes to team effort by accomplishing related results as needed.
23. 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.
24. Stores information by preparing folders and labels for new accounts; rearranging materials for space allotment or filing; filing information in designated areas.
25. Supports operations by completing administrative and clerical assignments.
26. Maintains quality service by following organization standards.
27. Contributes to team effort by accomplishing related results as needed.

1. Must have a high school diploma or equivalent; or one to two years’ related experience and/or training; or equivalent combination of education or experience.
2. Must have at least two years’ working in a sales office environment.
3. Strong organizational skills with the ability to multitask and establish priorities.
4. Maintains a high degree of accuracy.
5. Must have good verbal and written communication skills and proper business etiquette; customer service aptitude.
6. Must have good working knowledge of MS Office programs.
7. Must be able to type 45 wpm and be able to use various office equipment such as: copy machine, FAX machine, calculator, scanner, etc.
8. Some experience relating to product knowledge & application required: must have experience in working with equipment vendors.
9. Previous customer service experience required.
10. Previous knowledge & experience in using Caterpillar Dealer Information System (CDIS), preferably in the area of Equipment Management System (EMS).

1. Walking and moving on foot often up and down stairs or through uneven terrain.
2. Handling: Seizes, helps or works with hands.
3. Lifting: Raises or lowers miscellaneous equipment / paperwork.  Must be able to lift up to 10 lbs.
4. Reaching: Extends hands and arms in any direction.
5. Stooping: Bends body downward and forward by bending at knees or waist
6. Standing: Remains in standing position if required to perform various functions of the job.
7. Vision: Read paperwork, employment files and records on the computer.
8. Talking: Communications by phone and in person.
9. Sitting/Standing: Sitting or standing at desk for long periods of time.

1. Noise: Works in conditions with constant or intermittent noise.
2. Temp/Weather: Works in an office environment. May require walking / working outdoors for a period of time.