Sales Coordinator

Job Title: Sales Coordinator                                    

Department: Admin

Reports to: Controller

Benefits

• Compensation: $26 an hour
• Annual Incentive Program: TBD
• 401(k) matching and profit sharing
• Dental insurance
• Heath savings account
• Health insurance
• Paid time off
• Vision insurance

Position Summary

The Sales Coordinator plays a critical role in supporting equipment sales operations within our dealership environment. While this position includes administrative responsibilities, it is not a traditional clerical role. This individual works closely with Sales, Warranty, Manufacturers, and Executive Leadership to ensure accurate processing, tracking, and financial coordination of heavy equipment transactions from factory order through final delivery.

The ideal candidate understands dealership operations, equipment lifecycle processes, and manufacturer requirements. Prior experience in a heavy equipment, machinery, automotive, or similar dealership setting is strongly preferred.

Key Responsibilities

Sales & Equipment Operations

• Process and maintain purchase orders daily, ensuring accuracy and timeliness.
• Track new equipment from factory production through delivery to ensure timelines are met.
• Receive equipment into inventory and assign internal CMI unit identification numbers.
• Enter and manage all estimated costs (freight, work orders, accessories, etc.) into Flyntlok for sold equipment.
• Maintain and update sold equipment tracking spreadsheets.
• Provide accurate allocation and equipment status reporting to Sales and Executive teams.
• Report equipment status updates to manufacturers.

Financial & System Coordination

• Code and post manufacturer invoices against purchase orders and reconcile discrepancies.
• Maintain accurate tracking of manufacturer discount programs.
• Ensure all equipment scan files and documentation are complete and current.

Sales & Manufacturer Compliance

• Partner with Warranty to ensure all equipment is properly registered with manufacturers.
• Work directly with Sales to ensure sales packets and manufacturer-required forms are completed accurately and signed.
• Train Sales staff when manufacturers introduce new compliance or documentation requirements.
• Maintain current and updated manufacturer sales manuals.

Additional Duties

• Support cross-departmental communication between Sales, Accounting, Warranty, and Operations.
• Other duties as assigned.

Core Competencies

• Dealership & Equipment Operations Knowledge
• Technical & Financial Accuracy
• Strong Organizational Skills
• Cross-Department Collaboration
• Clear and Professional Communication
• Ability to Manage Multiple Equipment Transactions Simultaneously

Education & Experience

• High School Diploma required; additional coursework or certifications preferred.
• Minimum 2 years of administrative or sales support experience.
• Previous experience in a heavy equipment, machinery, automotive, or dealership environment strongly preferred.
• Experience working with inventory systems, ERP software (Flyntlok or similar), and manufacturer portals is highly desirable.
• Advanced proficiency in Microsoft Office (Excel required).

Physical Requirements

This role is primarily office-based and sedentary, requiring regular use of a computer, laptop, and phone. Occasional walking, standing, bending, and lifting up to 25 lbs may be required.

Schedule

• Monday – Friday
• 8-hour shifts
• Occasional Saturday work as needed

We are an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.