Sales Admin Coordinator

PRIMARY FUNCTION:

Provide various support activities for the Industrial Sales Department, including, but not limited to ordering and inventorying lift trucks and miscellaneous attachments and accessories, prepare customer invoices for billing, customer sales coordination, accounting functions, purchasing, and various administrative office activities including phone coverage for the department.

ESSENTIAL DUTIES:

A.

EQUIPMENT

Verify accuracy of salesperson's worksheets, customer quotes, customer purchase orders, vendor quotes, factory acknowledgements, and miscellaneous order requests, ensuring there is profit in the deal prior to procurement.

Receive prior approval from sales director and/or sales administrative manager for new HYG truck orders.

Order lift trucks and various miscellaneous attachments and accessories for customer orders, rental inventory, and stock inventory.

Orders are placed via email or within a vendor's online portal.

Collaborate with other dealers and factory coordinators to procure equipment.

Track order progress and collaborate with vendors and sales representatives to maintain clear and consistent communication regarding expected delivery times.

Review order acknowledgments and obtain approval from the sales representative.

Align attachment and accessories orders with the truck's acknowledgment date.

Delay or move up shipment of attachment and accessory orders when the truck's acknowledgment date changes.

Prepare updates of available equipment inventory lists and maintain proper inventory levels.

Enter equipment orders on Gregory Poole's system and maintain equipment database.

Receive incoming quote requests from sales representatives.

Respond and complete requests in a timely manner, preferably within a few hours.

Collaborate with your teammates to complete all quote requests as soon as possible.

Contact vendors to obtain equipment cost, freight quote, and lead time.

Prepare proposal templates for sales representatives.

Accurately calculate the cost summary to include the unit cost, factory freight, pre-delivery inspection cost, installation cost, and local delivery.

Document cost summary, lead time, vendor communication, dealer communication, and other pertinent information in the CRM opportunity.

Notify the sales representative of completion and update them if there are any delays that prevent timely completion of their quote request.

Maintain quote request files.

Review all incoming Bill of Ladings.

Identify whose order and advise the service department how to tag for customers, stock inventory, and rental inventory.

Take responsibility to help identify teammate's orders when they are out so the service department stays well-informed, and equipment does not get lost.

When you are expecting a delivery, but have not received a Bill of Lading, research in Gatelog, our Sharepoint resource.

Troubleshoot any shipping problems that may arise.

Collaborate with service managers and advisors at...