Sales Coordinator-Vehicle Sales

Job Description

Job Description

Our bus dealership is seeking a Sales Coordinator to support our vehicle sales team and ensure each bus sale moves smoothly from factory order to delivery. This role requires strong organization, attention to detail, and the ability to manage multiple moving pieces in a high volume and fast-paced dealership environment.

The Sales Coordinator works closely with sales staff, accounting, and operations to manage vehicle documentation, track production through completion, and coordinate the paperwork required to complete each sale.

Because this role supports commercial vehicle sales , candidates should have some familiarity with vehicles, dealership operations, or similar industries where inventory, registration paperwork, and vehicle/equipment tracking are essential.

Responsibilities

• Prepare and process sales invoices for vehicle sales
• Complete RMV paperwork for vehicle registrations and title processing for the customer
• Release and monitor bus inventory from the factory
• Track bus units from the factory order through customer delivery to ensure proper documentation and timing
• Organize and maintain accurate records of bus inventory, sales, and required paperwork (digital and physical deal files)
• Communicate regularly with sales staff regarding deal status and required documentation
• Coordinate with accounting regarding billing, financing and payment documentation
• Ensure all vehicle documentation is completed accurately and on time
• Support bus release scheduling and coordinate delivery logistics
• Adjust documentation and schedules as needed when delivery or production timelines change

Qualifications

• Extremely organized with exceptional attention to detail
• Ability to manage multiple tasks and keep documentation accurate across many active deals and data points
• Comfortable working in an environment where priorities and delivery schedules can shift quickly
• Strong communication skills and ability to follow up with team members
• Experience with Google Docs or similar document platforms
• Experience with a Dealer Management System (DMS) preferred, particularly Karmak
• Basic understanding of vehicles, dealership operations, or equipment sales environments
• At least 2 years experience in dealership administration, sales coordination, and vehicle documentation preferred

What We’re Looking For

• Someone who thrives on organization, structure, and accuracy
• A person who notices when something is missing and follows up
• Someone comfortable managing multiple moving parts at once
• A team player who supports sales staff while ensuring processes stay on track
• Someone who is comfortable with and can adapt quickly when schedules or delivery plans change
• Comfortable dealing directly with customers and vendors