Sales Coordinator

The Sales⠀Coordinator⠀organizes⠀activities,⠀resources,⠀equipment⠀and⠀information⠀for a⠀given⠀project.⠀This⠀position⠀will⠀ensure⠀strong⠀quality⠀control⠀throughout⠀the⠀project⠀life⠀cycle,⠀working⠀with the⠀sales and⠀service⠀departments⠀along with⠀the client⠀to meet⠀project⠀scope,⠀goals,⠀deliverables,⠀resources,⠀and⠀timing.⠀The⠀position⠀includes⠀sales⠀support⠀from time⠀of inquiry⠀to⠀delivery⠀of product⠀which⠀requires⠀parts⠀research,⠀quoting,⠀customer⠀order⠀confirmation,⠀pricing,⠀order⠀processing,⠀vendor⠀sourcing,⠀order⠀tracking &⠀expediting,⠀invoicing,⠀and⠀problem⠀solving.

Essential Job Functions

• Review⠀incoming⠀orders for⠀accuracy,⠀enter⠀orders⠀into⠀ACF’s⠀business⠀operating⠀system
• Create,⠀organize⠀and⠀maintain⠀comprehensive⠀project⠀documentation
• Update⠀Sales⠀Order⠀status⠀sheet and⠀keep⠀updated⠀with dates⠀and other⠀essential⠀information
• Send⠀Acknowledgements⠀to⠀clients,⠀issue POs⠀to⠀vendors
• Assist⠀with⠀submittal⠀preparation
• Act⠀as a⠀liaison⠀between⠀the⠀project⠀team,⠀including⠀outside⠀vendors,⠀and⠀customers⠀throughout⠀the⠀project⠀life⠀cycle
• Provide⠀necessary⠀Notice to⠀Owner⠀information⠀to⠀accounting
• Communicate⠀Ship dates⠀and⠀coordinate⠀deliveries⠀with⠀customers
• Track⠀and⠀analyze⠀project⠀performance,⠀cost⠀performance,⠀and⠀project⠀schedule.⠀Report to⠀management⠀on the⠀changes to⠀project⠀scope,⠀schedule,⠀and costs,⠀being able⠀to suggest⠀the⠀improvements⠀to all the⠀above.
• Ensure⠀that the⠀project⠀deliverables⠀are on⠀time,⠀within⠀budget and⠀at the⠀required⠀level of⠀quality
• Receive⠀vendor⠀invoices⠀and⠀prepare⠀invoices⠀to⠀customers
• Coordinate⠀the⠀startup⠀process⠀with⠀ACF’s⠀service⠀department
• Prepare⠀and send⠀all⠀Project⠀close-out⠀documentation⠀to⠀client
• Field⠀incoming⠀sales⠀department⠀calls,⠀assist⠀with⠀requests⠀where⠀applicable⠀and⠀communicate⠀information⠀to⠀appropriate⠀sales⠀engineer/sales⠀manager

Additional Job Functions

• Support⠀the sales⠀department⠀to meet⠀business⠀needs⠀(e.g.⠀absence⠀coverage,⠀etc.)
• As⠀the person⠀becomes⠀more⠀experienced,⠀provide⠀more⠀technical⠀assistance⠀through⠀the sales⠀inquiry to⠀the order⠀processing,⠀such as⠀preparing⠀submittals,⠀reviewing⠀submittal⠀comments,⠀assisting⠀the⠀installer⠀with⠀wiring/installation⠀questions
• Manage⠀sales⠀department⠀inventory⠀as⠀needed
• Assist⠀with⠀special⠀projects
• Evaluate⠀and⠀reestablish⠀yearly⠀work goals

Required Knowledge, Skills and Abilities (including physical and work environment)

• Proficiency⠀in the use⠀of⠀computers⠀for: MS⠀Office⠀products,⠀email,⠀internet,⠀basic⠀accounting,⠀business⠀systems⠀and⠀portals⠀such as⠀GenServ or⠀GenConnect,⠀project⠀management⠀software⠀(i.e.,⠀Gantt⠀charts)
• Demonstrated⠀ability to⠀manage⠀multiple⠀projects⠀and meet⠀customer⠀initiated⠀deadlines
• Experience⠀creating⠀Scope of⠀Work (SOW)⠀documents⠀and⠀translate⠀requirements⠀into⠀tasks
• Communicate⠀effectively:⠀speak,⠀listen and⠀write in a⠀clear,⠀thorough⠀and timely⠀manner⠀using⠀appropriate⠀and⠀effective⠀communication⠀tools and⠀techniques
• Foster⠀teamwork:⠀work⠀cooperatively⠀and⠀effectively⠀with⠀others⠀(internal⠀and⠀external)⠀to set⠀goals,⠀resolve⠀problems,⠀and make⠀decisions⠀that⠀enhance⠀organizational⠀effectiveness
• Organize:⠀set⠀priorities,⠀develop a⠀work⠀schedule,⠀monitor⠀progress⠀towards⠀goals, and⠀track⠀information⠀and⠀activities.
• Excellent⠀organizational⠀skills⠀including⠀attention⠀to detail⠀and⠀accuracy
• Solve⠀problems:⠀assess⠀problem⠀situations⠀to⠀identify⠀causes,⠀gather and⠀process⠀relevant⠀information,⠀generate⠀possible⠀solutions,⠀and make⠀recommendations⠀and/or⠀resolve⠀the⠀problem
• Ability⠀to work⠀independently⠀on⠀assigned⠀tasks as⠀well as⠀accept⠀direction⠀from⠀Management
• Work⠀environment⠀requires⠀exposure⠀to⠀computer⠀screen,⠀typing/mouse⠀usage,⠀climbing,⠀and⠀extended⠀periods of⠀sedentary⠀work
• Ability⠀to lift⠀materials⠀up to 10⠀pounds