Sales Coordinator – Parts

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee open estimates and facilitate customer follow-ups.

• Focus on high-value and imminent expiration quotes.

• Keep track of quote validity dates, follow-up notes, outcomes, and reasons for lost orders.

• Remove expired, duplicate, or incomplete estimates and inform Sales when assistance is needed.

• Generate weekly reports on quote activity and conversion rates.

• Confirm the accuracy and completeness of customer orders prior to processing.

• Validate purchase orders, pricing, quantities, part numbers, addresses, freight terms, tax status, payment terms, and delivery dates.

• Manage order documentation and secure written customer approval for authorized partial shipments.

• Analyze shipment reports and un-invoiced order reports, resolving invoicing issues, missing documents, discrepancies, and holds.

• Oversee overdue and upcoming orders, promise dates, supplier delays, shipment holds, and order risks.

• Collaborate on order updates with Procurement and Parts Sales and inform customers of any significant delays.

• Track credits, returns, RMAs, and warranty requests until resolution.

• Monitor shared sales inboxes, Freshdesk tickets, and incoming calls; assign requests to sales team members.

• Dispatch acknowledgments, confirmations, shipment notifications, tracking details, and delay alerts.

• Provide administrative support to the Sales team.

• Maintain quotes, purchase orders, confirmations, approvals, correspondence, export documents, and customer/order records in IDM.

• Gather end-use and end-user certificates and highlight DFARS, FAR, IDIQ, and PIEE requirements.

• Confirm shipping methods, packaging, crating, drop-ship instructions, and delivery addresses; address shipment exceptions.

• Coordinate corrections to customer accounts, including contacts, addresses, tax certificates, freight accounts, and billing information.

• Create weekly dashboards and reports on sales, backlog, orders, invoicing, and performance metrics.

• Utilize Excel for organizing, analyzing, reconciling, and presenting sales data.

• Maintain checklists, templates, and procedures; identify recurring errors and suggest process enhancements.

• Assist with data cleanup, reporting improvements, special projects, and process documentation.

• Handle administrative follow-through, escalation, and issue resolution while ensuring Sales maintains customer relationships and Procurement oversees supplier purchase orders.

⛳️ Requirements

• Minimum of 2 years of experience in sales administration, order management, customer service, sales support, or a comparable administrative position.

• Strong expertise in Microsoft Excel, including formulas, filtering, sorting, pivot tables, lookup functions, and data analysis.

• Proficiency in Microsoft Outlook, Word, Teams, and PowerPoint.

• Keen attention to detail and dedication to data accuracy.

• Exceptional organizational skills with the ability to manage multiple tasks, priorities, and deadlines.

• Strong written and verbal communication abilities.

• Effective follow-through, problem-solving, and escalation capabilities.

• Capacity to work independently while also contributing positively to a team environment.

• Professional, reliable, proactive, and customer-oriented.

• High school diploma or equivalent required.

• Associate or bachelor's degree preferred.

• Experience with an ERP, CRM, or order management system is preferred.

• Background in supporting parts, industrial, marine, power-generation, distribution, or technical sales organizations is preferred.

• Familiarity with sales performance, backlog, invoicing, order status, or quote conversion reporting is preferred.

• Experience with Microsoft Dynamics 365, Infor SyteLine, or similar business software is preferred.

• Familiarity with Freshdesk or similar ticketing systems is preferred.

• Knowledge of export documentation, end-user requirements, or government contracting regulations is a plus.

• Successful completion of a drug and alcohol screening is required as a condition of employment.

🏝️ Benefits

• Full-time work schedule from Monday to Friday.

• Fully remote working arrangement.

• Equal opportunity employer.

• Drug-free workplace environment.

• Employment contingent upon successful completion of a drug and alcohol screening.