Sales Support Coordinator

Job Description

Job Description

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

About Vanguard ID Systems
Vanguard ID Systems is a leading manufacturer and innovator in custom-printed barcoded and RFID cards and key tags serving industries such as healthcare, retail, education, and access control. With almost four decades of experience, we take pride in delivering high-quality, technology-driven solutions that enhance identification, payments, tracking, and branding for our clients and partners. 

Position Summary

The Sales Support Coordinator supports the Sales and Account Management team and serves as a first point of contact for customer calls and inbound leads. The Coordinator is responsible for responding to customer calls and new inbound leads, maintaining accurate records in HubSpot and our IRL job reporting, supporting order processing through production, and fulfilling sample requests. Success in this role requires strong organization, attention to detail, responsiveness, and consistent follow-through on every call, lead, order, and request.

This position is designed as the entry point to a sales career at Vanguard ID Systems. This person will develop working knowledge of our products, customers, systems, and sales process, with a path toward an Account Manager or Sales role.

Why this role is exciting 

• Career Growth : Start in a hands-on, foundational role with a defined path into sales — learn our products, customers, and pipeline from the inside, and grow toward an Account Manager role and eventually your own book of business.
• Customer Impact : You'll be the first point of contact for our customers — every call answered, every lead followed up on, and every order that moves through the building shapes how customers experience working with us.
• Be Part of our Transformation : Vanguard ID is a nearly 40-year-old manufacturer under new ownership, running with the energy and drive of a startup. We're modernizing our systems, our sales process, and how customers experience working with us

If you're organized, dependable, and want to grow into a sales or account management career, this role is for you.

Key Responsibilities
Inbound Communications

• Answer incoming customer calls and messages on behalf of Sales and Account Managers.
• Monitor and return customer voicemails promptly, following up with the customer as needed. 
• Route each call and inquiry to the appropriate team member, and follow up to confirm it was handled.
• Take accurate messages and communicate promptly and professionally with customers and internal teams to prevent delays.

Lead Response & Requirements Gathering 

• Respond by email to all new leads generated through HubSpot within 24 hours of receipt.
• Field inbound leads and customer inquiries; document all requirements in HubSpot before handing the lead off to an Account Manager for quoting. 
• Conduct a minimum of three follow-up attempts by phone and/ or email until the lead is reached and requirements are collected.

Sales & Order Support 

• Support Sales with order intake, including researching customer history in the CRM and performing quality assurance review of orders.
• Process approved orders through the building: add orders to the due date list, print job jackets, and deliver them to the designer for proofing to initiate production.
• Maintain accurate, current lead statuses in HubSpot and order status in the due date list from order creation through production.
• Coordinate with Sales and Account Managers through the sample request process to collect required information and mail samples to customers or leads. 

Qualifications 

• Warm, personable, and well-spoken; comfortable on the phone and professional in written communication.
• Highly organized with strong attention to detail; able to manage multiple tasks and requests concurrently.
• Responsive over email and phone. 
• Clear communicator who keeps customers and internal teams informed.
• Demonstrated follow-through and accountability for assigned work.
• Interest in developing into a Sales or Account Management role.
• Prior customer-facing experience in a sales, service, or administrative support role.

What We Value

• Action-oriented mindset with a willingness to pick up the phone, chase down answers, and follow through consistently on every inquiry, order, and request.
• Ownership mentality and end-to-end accountability: this role values someone who takes responsibility for every customer or order they touch, from first response through handoff to an Account Manager.
• Curiosity, learning, and a high-bar for quality in understanding our products, customers, and systems, and in turning that knowledge into better customer conversations.