Sales Coordinator (West Territory)

Sales Coordinator (West Territory)

Location: Elk Grove Village, IL Type: Regular, full-time Hours: Mon Fri, 40 hours, daily hours TBD Department: Commercial Operations Sales Administration Reports To: Sales Administration Direct-Channel Supervisor

Position Overview

We are an industrial equipment sales and service company serving customers across North, Central, and South America. We are seeking a detail-oriented and proactive Sales Coordinator to support our sales team, streamline order processing, and ensure seamless communication between customers, vendors, and internal departments.

This role requires strong organizational skills and a customer-first mindset. The ideal candidate thrives in a fast-paced, business environment and is comfortable managing multiple priorities.

Key Responsibilities

• Provide day-to-day administrative and operational support to the Americas sales team
• Prepare and process customer quotations, sales orders, and contracts. Track quotations to ensure orders are received and processed.
• Coordinate order fulfillment with production and warehouse teams and with 3rd party vendors
• Track order status and proactively communicate updates to customers and sales representatives
• Serve as a primary point of contact for customer inquiries regarding orders, delivery timelines, and documentation
• Maintain accurate customer records in CRM and ERP systems
• Assist in resolving customer issues, including shipment discrepancies and billing questions
• Communicate with U.S. and Japan vendors to align on product specifications, pricing, and delivery schedules
• This position will work cross-functionally with most internal groups of the company, including Sales, Operations, Business, Accounting, Technical Service, and Import/Export
• Prepare export documentation, including commercial invoices, packing lists, and certificates of origin
• Ensure compliance with international trade regulations and company policies
• Maintain organized records of sales transactions and customer communications
• Prepare import/export documentation as needed for international trade
• Generate regular reporting for orders received, sales, forecasts, inventory, and performance metrics
• Analyze sales data to identify trends and support strategic decision-making
• Assist in preparing presentations for internal and external stakeholders

Qualifications

• Bachelor's degree in Business Administration or related field
• 25 years of experience in sales coordination, customer service, or administrative support
• Experience working with SAP is preferred. Salesforce experience a plus.
• Strong proficiency in Microsoft Office (Excel, Word, PowerPoint)
• Detail oriented with excellent organizational and multitasking skills
• Strong written and verbal communication skills

Key Competencies

• Attention to detail and accuracy
• Time management and prioritization
• Cross-cultural communication and collaboration
• Problem-solving and adaptability
• Customer-focused mindset

Compensation & Benefits

• Competitive salary based on experience
• Health, dental, and vision insurance
• 401(k) with company match
• Paid time off and holidays
• Professional development opportunities
• Exposure to international business operations