Sales Coordinator

Job Description Job Description Company Overview:

Big Brown Fly Ash, LLC (BBFA) is a leading innovator in the processing of coal ash materials for use as additives in concrete production. Committed to sustainability and technological advancement, we specialize in transforming coal combustion residuals into high-quality additives that enhance the performance and sustainability of concrete. Our dedication to quality assurance guarantees the consistent delivery of superior products, tailored to meet the specific needs of our customers, with a focus on integrity and innovation.

Fairfield, TX | Big Brown Fly Ash, LLC | Full-Time | Hourly (Non-Exempt)

Job Summary:

The Sales Coordinator provides administrative and operational support to commercial activities by managing customer onboarding, order coordination, logistics communication, and sales documentation processes. This role serves as a coordination point between Sales, Plant Operations, Logistics, and Accounting to ensure orders are executed accurately and on schedule.

This is an hourly position supporting daily operational workflows. Work hours may vary depending on shipment schedules, customer demand, and plant activity. Overtime may be required to support business needs.

Success in this role requires strong organization, attention to detail, and timely follow-through across multiple active orders and customers.

Key Responsibilities:

Customer & Account Setup

· Coordinate new customer onboarding including collection and verification of required documentation (W-9, tax exemption certificates, credit references, COI, payment terms, etc.) · Maintain accurate customer records within Salesforce and support business systems · Assist with contract intake and ensure commercial terms are properly captured for operational execution · Maintain organized electronic files of agreements and onboarding documentation

Order & Logistics Coordination

· Coordinate order readiness between Sales, Plant Operations, and Logistics teams · Communicate shipment schedules, load availability, and delivery updates to customers and carriers · Prepare and verify required documentation including Sales Orders, Bills of Lading (BOLs), releases, and supporting shipment records · Track order progress and proactively communicate schedule changes or delays · Support load scheduling aligned with plant production and trucking availability

Systems & Data Management

· Enter and maintain sales orders and customer data within Salesforce and related systems · Verify pricing, payment terms, and billing information prior to shipment release · Coordinate with Accounting to confirm credit approval or prepayment requirements · Maintain accurate documentation supporting invoicing and reconciliation

Communication & Timeliness

· Serve as a primary communication link for order coordination activities · Provide timely updates to customers, carriers, and internal stakeholders · Follow up on outstanding approvals or documentation to prevent shipment delays · Support Sales responsiveness by ensuring coordination tasks move forward efficiently

Operational Support

· Assist with reporting and tracking sales activity and order status · Support improvement of forms, templates, and workflow processes · Provide day-to-day communication support to customers and commercial partners to facilitate order processing, scheduling, and shipment execution. · Provide administrative support to Sales and Operations leadership as needed

Qualifications and Requirements:

· High school diploma or GED required · 2–4 years of experience in sales coordination, order management, logistics coordination, construction materials, manufacturing, or industrial operations preferred · Experience supporting shipment scheduling, order execution, or customer account setup strongly preferred · Experience working in a fast-paced, deadline-driven operational environment preferred · Strong organizational and time-management skills with the ability to manage multiple active priorities · Strong attention to detail with the ability to maintain accurate documentation and data across multiple systems · Excellent written and verbal communication skills · Proficiency with Microsoft Office (Excel, Outlook, Word, Teams) required · Experience with CRM or ERP systems (e.g. Salesforce) preferred

Physical Demands & Work Environment:

· Work is performed onsite at an active plant location, primarily within an office setting supporting operations · Regular interaction with plant personnel and periodic visits to operational or loading areas as needed to support shipment coordination · Personal Protective Equipment (PPE) must be worn and all safety protocols followed when entering operational areas · Extensive computer and phone use required for order coordination and communication · Use of communication devices, laptops, or tablets is required for daily tasks and reporting · Ability to sit or stand for extended periods and move between office and plant areas throughout the workday

Pre-Employment Requirements:

Agree to Drug Screening Panel
Agree to a Criminal Background Check
Agree to attend Company’s Safety Training Program and acknowledgement receipt of such training
Agree to receive, review and acknowledge receipt of the Company’s Information Technology Manual
Acknowledge receipt of Cinder Residuals Employee Handbook
Agree to sign the Company’s Inventions Assignment and Confidentiality Agreements

Additional Information:

Big Brown Fly Ash, LLC is an Equal Opportunity Employer. Pre-employment background check and drug screening required.