Sales Coordinator

Position Purpose:

The Sales Coordinator is responsible for providing sales, administrative, customer service, and transaction support to the Civista Leasing & Finance sales team. This position supports the sales pipeline by coordinating with sales representatives, equipment manufacturers, dealers, vendors, customers, credit, documentation, and operations to help facilitate equipment financing and leasing transactions. The Sales Coordinator is responsible for entering and maintaining accurate information in Salesforce, assisting with the collection of required information, preparing proposals, tracking outstanding items, and helping move transactions through credit approval and documentation in an efficient and customer-focused manner.

Description of Duties, Responsibilities and Expectations

• Support the leasing sales team by coordinating basic customer, vendor, and dealer follow-up related to financing opportunities, required paperwork, pending items, and transaction status. Questions related to pricing, rates, credit approval, or sales strategy should be directed to the appropriate sales representative.
• Enter and maintain accurate Salesforce data for new customers, vendors, and opportunities, ensuring that customer, vendor, and transaction information is complete, consistent, and current.
• Assist sales representatives with the preparation of proposals and related customer correspondence. The Sales Coordinator may send proposals or basic updates to customers when appropriate, while referring financing questions back to the assigned sales representative.
• Coordinate with sales, credit, documentation, and operations through Salesforce and other internal communication channels to help facilitate the credit approval and documentation process.
• Request vendor invoices and follow up on documentation needed for approved transactions, including auxiliary items such as LLC operating agreements, certificates of insurance, commitment deposits, and missing checklist items.
• Monitor sales representatives' opportunities, provide reminders regarding pending or aging items, and assist with follow-up for out-of-date customer and vendor information.
• Provide basic status updates to customers and vendors to keep them informed throughout the financing process, while maintaining a high level of customer service and professionalism.
• Run requested reports for sales representatives and assist with monitoring pipeline activity, opportunity tracking, and other sales-related reporting needs.
• Assist with gathering, organizing, and packaging financial or supporting information needed for credit review, documentation, or transaction processing.
• Maintain customer and transaction files by tracking the receipt of required documents and ensuring information is routed appropriately to the correct internal department.
• Assist with monitoring and updating reports, exception items, maturities, or other tracking reports as needed to support sales, portfolio management, and transaction administration.
• Participate in sales representative phone calls with customers and vendors, when appropriate, to learn the financing process, understand communication expectations, and support effective customer and vendor interaction.
• Perform varied administrative duties, which may include answering phones, scanning, scheduling, preparing documents, coordinating meetings or events, and providing general department support.
• Maintain confidentiality of customer, vendor, and company information and use appropriate courtesy, tact, and diplomacy when obtaining or providing information that may be sensitive in nature.
• Provide backup support to other Leasing & Finance team members or related administrative functions as needed.
• Perform all other duties as assigned.

Qualifications, Knowledge and Skills

• Minimum high school diploma or equivalent required. College degree preferred.
• 3-5 years' experience Related work experience required.
• Prior experience in sales support, leasing, commercial lending, customer service, financial services, documentation, or administrative support preferred.
• Detail-oriented individual with excellent organizational skills and the ability to manage multiple responsibilities simultaneously in a fast-paced environment.
• Strong written and verbal communication skills, with excellent customer service skills.
• Ability to work independently and collaboratively in a team-oriented environment.
• Ability to leverage, formulate, and sustain relationships with internal partners, customers, vendors, dealers, and sales representatives.
• Strong interpersonal skills, including courtesy, tact, and diplomacy.
• Excellent PC skills, including proficiency in Microsoft Office applications such as Word, Excel, Outlook, and related business systems.
• Working knowledge of Salesforce or the ability to learn and effectively use Salesforce and other leasing, documentation, or reporting systems.
• Ability to read and understand basic financial statements, tax returns, or related financial information preferred.

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Frequent use of computer, telephone, and standard office equipment.
• Ability to communicate effectively in person, by phone, and electronically.
• Ability to occasionally lift or move office files, supplies, or materials.

EOE - Race/Sex/Disability/Veteran

This Position Description is not a complete statement of all duties and responsibilities comprising this position.

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.

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