Sales Coordinator

Job Description

Job Description

The Sales Coordinator provides administrative and operational support to the sales team and manages the equipment sales process from quote and order entry through equipment preparation, delivery, invoicing, and final closeout. This position coordinates with sales representatives, customers, dealers, vendors, manufacturers, service departments, freight carriers, and Accounting to ensure orders are accurate, properly documented, delivered on time, and billed correctly. This is a full-time hourly position.

The Sales Coordinator is part of a centralized Sales Office support structure. Standard operating procedures (SOPs), job guidance, training, process direction, and leadership will be provided by the Sales Office Supervisor located at our Bloomington, MN Branch. The Sales Coordinator is expected to follow established company procedures, participate in required training, and communicate with the Corporate Sales Office Supervisors regarding questions, process issues, and operational needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Receive quote requests, prepare quotes in Salesforce, and assist sales representatives with pricing, equipment availability, and lease buyouts.
• Create and maintain organized sales, quote, order, and equipment files in SharePoint and other company systems.
• Receive and process customer purchase orders and enter, acknowledge, and track orders in company systems, including Salesforce, MRS, NOVO, Hyster-Yale portals, and related systems.
• Create Equipment Sales Agreements (ESAs), Equipment Purchase Orders (EPOs), and other documents required to process customer orders.
• Order equipment, attachments, and related items from manufacturers and vendors and monitor orders through completion.
• Track open orders, equipment availability, estimated completion dates, and delivery status using booking sheets, backlog reports, and company systems.
• Provide timely updates and respond to ETA and order-status requests from sales representatives, dealers, customers, and internal departments.
• Coordinate equipment shipments and deliveries with dealers, vendors, freight carriers, and customers, including preparing ship-in letters, purchase orders, and Bills of Lading.
• Coordinate equipment transfers, customer pickups, trade-ins, demos, off-lease equipment, rental-to-sales transfers, wholesale transactions, and other equipment movements.
• Review incoming equipment and communicate required tagging, marking, and preparation instructions to warehouse and dock personnel.
• Create and track service work orders, provide prep instructions, and coordinate with service departments to ensure equipment is prepared for delivery.
• Order data tags, capacity tags, stickers, manuals, and other equipment-related materials as needed.
• Receive, review, and match vendor invoices to purchase orders and resolve discrepancies with vendors, carriers, and internal departments.
• Process customer and vendor invoices, finalize ESAs, maintain billing records, and ensure orders are properly closed and billed.
• Close COSA lines and investigate discrepancies that prevent orders from being finalized.
• Work with Accounts Payable and Accounts Receivable on customer and vendor setup, payments, down payments, installment transactions, and invoice processing.
• Complete and submit lease documents and coordinate lease buyouts and off-lease equipment transactions.
• Create, submit, and track Guaranteed Maintenance agreements and related commissions and installations.
• Maintain accurate equipment inventory records, including units added, sold, transferred, reserved, consigned, or otherwise changing status or location.
• Coordinate website inventory updates by providing equipment information for new stock and ensuring sold equipment is removed promptly.
• Assist with physical inventory audits and maintain accurate rental, sales, consignment, and promotional inventory records.
• Coordinate promotional inventory and materials for the branch in cooperation with Marketing.
• Maintain monthly billing, booking, backlog, and performance reports and scorecards.
• Conduct regular follow-up with sales, service, vendors, dealers, and customers to keep orders moving and resolve issues.
• Attend customer and internal meetings as needed to provide order status and help resolve issues.
• Maintain complete and accurate documentation throughout the sales process and ensure completed orders are properly closed and filed.
• Perform other administrative and sales-support duties as assigned.
• Accept and adapt to additional rental-related duties and responsibilities as assigned.
• Contribute to a team-oriented work environment with a proactive, customer-focused, and solutions-driven approach.

REQUIRED SKILLS AND ABILITIES

• Valid driver’s license.
• Strong organizational skills and attention to detail.
• Excellent communication, follow-up, and problem-solving skills.
• Ability to manage multiple orders, deadlines, and priorities simultaneously.
• Strong customer service and interpersonal skills.
• Proficiency with Microsoft Office, Excel, SharePoint, Salesforce, and other business systems.
• Ability to learn and effectively use manufacturer and company-specific systems.
• Strong data-entry, documentation, invoicing, and recordkeeping skills.
• Ability to work effectively with sales, customers, vendors, dealers, service, warehouse, transportation, and accounting departments.
• Equipment dealership, material-handling, industrial, automotive, or related industry experience is preferred.
• Ability to work overtime and have flexibility to accommodate the needs of the position.
• Travel to Fairchild Equipment locations, and customer site visits, as requested by Rental Manager; at least 25% annually.

EDUCATION AND EXPERIENCE

• Bachelor’s Degree in Business Administration or equivalent combination of education and work experience.  
• 2+ years of experience working in sales coordination, equipment operations, or a similar role.

PAY RANGE

• Competitive wages beginning at $29.00 Hourly.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

• Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.  
• Frequent physical activity of the position: 
• Stooping- bending body downward and forward by bending spine at the waist.  
• Kneeling- bending legs at knee to come to a rest on knee or knees.  
• Crouching- bending the body downward and forward by bending leg and spine.  
• Reaching- extending hand(s) and arm(s) in any direction.  
• Standing- remaining upright on the feet, particularly for sustained periods of time  
• Walking- moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.  
• Lifting- raising objects from a lower to a higher position or moving objects horizontally form position-to-position.  
• Grasping- applying pressure to an object with fingers and palm.  
• Talking- Expressing or exchanging ideas by means of spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly.  
• Hearing- Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication.  
• Sitting- Prolonged periods of sitting at a desk and working on a computer 
• Occasional physical activity of the position: 
• Balancing- maintaining body equilibrium. 
• Fingering-perceiving attributes of objects by touching with skin, particularly that of fingertips. 
• The visual acuity requirements: 
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes. 
• The worker is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned. 

The conditions the worker will be submitted to in this position: 

• The worker is subject to inside environmental conditions: Protection from weather conditions but not necessarily from temperature changes. 

To take that next step in your career, and have an opportunity for additional growth, you will want to join our dynamic team.  Fairchild Equipment, Inc. is recognized as the fastest growing company of its kind in the Midwest!  Fairchild Equipment, Inc. is an equal opportunity employer, and 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.  Apply now!