Sales Coordinator

Job Description: Sales Coordinator

Department: Sales
Reports To: Quote Manager

Position Summary

The Sales Coordinator supports the Sales Department by preparing and managing customer quotations, providing product and pricing information, coordinating order accuracy, and maintaining sales reporting. This position serves as a key point of contact for the outside sales team and helps ensure customers receive accurate, timely information regarding products, pricing, specifications, and company policies.

The ideal candidate is experienced, detail-oriented, well-organized, and capable of making sound decisions within established guidelines while recognizing when additional guidance or support from other departments is needed.

Essential Duties and Responsibilities

1. Sales Support and Communication
   • Respond to incoming telephone calls, faxes, and other communications from outside sales representatives regarding pricing, product specifications, availability, and company policies.
   • Provide accurate information or direct inquiries to the appropriate individual or department.
   • Maintain effective communication with Sales, Order Management, and other internal departments to support customer needs.

1. Quotation Preparation and Administration
   • Prepare quotations for domestic customers and national accounts in accordance with established pricing guidelines, product specifications, and company policies.
   • Prepare, type, review, and distribute quotations accurately and within established deadlines.
   • Verify quotation details and ensure all relevant pricing, product, and specification information is included.

1. Order Review and Coordination
   • Review customer orders against approved quotations to identify discrepancies in pricing, quantities, product configurations, and specifications.
   • Work closely with Order Management to resolve discrepancies and ensure orders comply with quoted requirements.
   • Assist in clarifying product configurations and finished-product requirements to help prevent errors and ensure order accuracy.

1. Competitive Market Information
   • Gather, maintain, and provide competitive pricing and product information to support the Sales Department.
   • Assist sales representatives with information needed to respond to customer inquiries and competitive situations.

1. Reporting and Documentation
   • Prepare and distribute weekly quotation activity reports and other sales reports as assigned.
   • Maintain accurate quotation records and supporting documentation.
   • Assist with other sales administrative and reporting requirements as needed.

1. Field and Trade Show Support
   • Attend trade shows and industry events as required.
   • Participate in field sales calls as needed to support sales representatives and customer relationships.

1. Additional Responsibilities
   • Perform other related duties as assigned to support the Sales Department and overall business objectives.

Required Knowledge, Skills, and Abilities

• Product Knowledge: Working knowledge of company products, product configurations, specifications, and competitive offerings, or the ability to efficiently obtain accurate information from appropriate resources.
• Communication Skills: Strong telephone, verbal, written, and interpersonal communication skills, with the ability to communicate professionally with customers, sales representatives, and internal departments.
• Computer Skills: Proficiency in typing, word processing, and standard office software; ability to learn and use company quotation, order management, and reporting systems.
• Attention to Detail: Ability to review pricing, quotations, orders, and specifications carefully to identify errors and discrepancies.
• Organizational Skills: Excellent organizational and time-management skills, with the ability to prioritize multiple requests and meet deadlines.
• Problem-Solving and Decision-Making: Ability to make sound decisions within established guidelines, resolve routine issues, and escalate complex questions to the appropriate person or department.
• Product Visualization: Ability to understand and visualize finished product configurations, including mounted units and related assemblies, to help ensure quotation and order accuracy.
• Teamwork: Ability to work effectively with Sales, Order Management, and other departments to coordinate information and resolve issues.
• Customer Service: Ability to provide timely, accurate, and professional assistance while representing the company positively.

Education and Experience

• Prior experience in sales support, sales administration, manufacturing, production, or a related field preferred.
• Relevant supervisory or management experience is beneficial.
• Experience with quotations, pricing, product specifications, order processing, or customer service is preferred.
• Equivalent combinations of education, training, and practical experience may be considered.

On-the-Job Training and Certification

The employee must successfully complete the required Sales Administration on-the-job training within 120 days of assuming the position.

Additional Position Requirements

This position requires a broad understanding of company products, pricing practices, customer requirements, and internal processes. As a frequent initial point of contact for customers and outside sales representatives, the Sales Coordinator must provide accurate information, exercise sound judgment, and respond professionally to inquiries.

The employee is expected to make decisions within the scope of established responsibilities, recognize situations requiring additional approval or expertise, and coordinate with the appropriate individuals or departments to ensure timely and accurate resolution.

General Statement

This job description describes the primary responsibilities and qualifications of the position and is not intended to be an exhaustive list of all duties. Responsibilities may be adjusted, and additional related duties may be assigned as business needs require.

Equal Employment Opportunity (EEO) Statement Time Manufacturing Inc. is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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