Sales Admin Coordinator

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:

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 teammates' 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 Gate log, our SharePoint resource. Troubleshoot any shipping problems that may arise.
• Collaborate with service managers and advisors at all branches for the preparation of equipment. Opens service calls for pre-delivery inspections, attachment and accessory installations, and any other relevant work orders, ensuring timely completion and closing of service calls (within one week). Have your manager intercede when service calls are not completed and/or closed in a timely manner.
• Collaborate with dealers outside of our territory to ensure the timely prep and delivery of customer orders. Prepare dealer letters and purchase orders in advance to alert them of the incoming shipment.
• Prepare transportation requests and collaborate with the sales representatives and the transportation coordinator to ensure accurate and timely equipment delivery of all customer deliveries, branch transfers, and demo requests. Obtain proof of delivery. Hold equipment delivery until all lease documents are signed and completed. Hold equipment delivery until cash customers pay up front.

ACCOUNTING

• Verify and approve vendor invoices for accuracy within one business day of receipt. Request vendor invoices if not received when item ships and/or delivers.
• Request credits from factory.
• Verify a valid tax exemption certificate is on file for all orders indicated as tax exempt. Collaborate with the customer setup department to have this processed through our third-party verifier. Use Certify Power Bi as a resource to verify the documentation has been approved. Ensure the invoice pro forma does not include sales tax.
• Review documentation on all sales prior to invoicing customers to ensure accuracy of invoices and credits, and that all required information is submitted. Ensure
• Prepare customer invoices, relaying all details on the sales representative's invoice sheet and email communication. Verify the invoice aligns with the customer's quote and/or purchase order and any relevant lease documentation. Ensure all lease documentation is signed and completed accurately and in a timely manner. Have your manager intercede when not done so in a timely manner. Review invoice pro forma for accuracy prior to finalizing your sales invoice.
• Prepare purchase orders, ensuring vendors have all necessary details included in the line details to ensure accuracy of orders.
• Maintain costs on machines, attachments, and accessories.
• Verify the accuracy of equipment's netbook value in the inventory system. Ensure all purchase orders are received and invoiced. Ensure all service calls are closed and invoiced correctly. Journal all internal freight costs. Ensure all other costs are accounted for prior to invoicing the customer.
• Accurately record the sales price, cost, and profit for each order.

SALES COORDINATION

• Work closely with salespeople to ensure accuracy of orders and keep them informed of status of their orders.
• Maintain communication with customers as to the status of their orders.
• Contact other dealers for the procurement of equipment, share ideas, and form a dealer "network" to buy and trade equipment.
• Orders items in SMO Catalog
• Maintain complete and up-to-date order files, documenting each stage of the order process. Print out all documents related to the order. Document clear and concise notes on your cover sheet. Complete each section of your folder cover and To Do List. If you are out of the office, another coordinator should be able to review the folder and know exactly what is going on.

REPORTS

• Review and maintain inventory lists and files for salesperson on equipment availability.
• Review Cancellation Reports. Take timely action to extend the order with all necessary supporting documents to avoid chargebacks.
• Ensure delivery reports are completed properly and returned in a timely manner to avoid cancellations and chargebacks. Complete and submit extended warranty forms to register customers for warranty.
• Review Retail Detail Summaries.

MISCELLANEOUS ASSIGNMENTS

• Perform various office functions such as mail distribution, copying, faxing, scanning, emailing, filing, and answering phones.
• Participate in staff meetings, staff training, and teambuilding activities.

WORK ASSIGNMENTS

Work is mainly determined by salesperson's activities and at discretion of sales director and sales administrative manager. Some sales department procedures are in place which determine workload and priority.

REVIEW AND APPROVAL

Work is reviewed by sales administrative manager.

WORKING RELATIONSHIPS

Within Company

• Parts Department - order parts for lift trucks.
• Service Department - discuss modifications to be performed on equipment prior to delivery.
• Credit Department - Request information on a customer's account and provide information to them as needed.
• Accounting Department - Discuss any accounts payable concerns or questions, check requests, code, and process vendor invoices in a timely manner.
• Upper Management - Maintain professional relationship.
• Warranty - Ensure delivery reports are completed properly and returned in a timely manner; extended warranty forms are completed and submitted for coverage.
• Salesperson and Other Sales Department Employees - Maintain close working relationships.
• Business Development - collaborate and provide support needed to assist with leads, quotes, and miscellaneous marketing activities.

Outside Company

• Customers
• Vendors
• Sales representatives
• Factory personnel

MINIMUM EXPERIENCE

Four-year degree in Business or related field with 6 months specific work experience or two-year degree in Business or related field with 2 years specific experience or high school diploma with 4 years specific work experience.

WORK EXPERIENCE

• Above specifically related work experience should include experience with inventory control/ordering, customer service, accounting practices, sales commissions, and computer data processing/administration.
• Requires familiarity with Microsoft Office including proficiency with Excel and working knowledge of Word. Prefer exposure to a mainframe environment.
• Must be able to handle many duties at once, communicate with and relate to people on all levels, solve problems and maintain good customer relationships.

Ability to sit for long periods of time and handle stress and high pressure daily.

This job description is not intended to be all-inclusive. Your supervisor may request and assign you similar duties. Any major modification of this job role requires Human Resources approval.Gregory Poole Equipment Company is an Equal Opportunity/Affirmative Action employer and will consider all qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.