Sales Coordinator

Job Description

Job Description

Description:

The Dobbs Truck Group is a growth company that successfully expands our operations and customer base through a high-quality team of employees.

Dobbs Truck Group operates 25 commercial truck dealerships through two operating companies – Dobbs Peterbilt and Western Truck Center. These dealerships represent some of the best commercial truck brands including Peterbilt, Volvo, Mack, Autocar, and Hino and include locations in Arkansas, California, Louisiana, Mississippi, Oregon, Tennessee, and Washington.

We offer a competitive benefits package including medical, dental, vision, long-term disability, life insurance, and 401(k), as well as paid vacation and sick leave. Our Company is looking for long-term employees that we can invest in and grow with as we pursue our mission of being the premier commercial truck dealer group.

I. General Job Description

This position is responsible for taking ownership of the truck sales process to ensure high customer satisfaction, compliance with applicable laws and regulations, and timely and accurate reporting for management. This position serves as a critical liaison between sales representatives, customers, manufacturers, finance partners, and internal departments to ensure that commercial truck transactions are completed accurately, efficiently, and in accordance with company policies and procedures.

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

II. Responsibilities

Sales Process Ownership & Coordination

• Take ownership of the truck sales process to ensure sales representatives are following established company policies and procedures.
• Coordinate and monitor all aspects of truck sales transactions from order placement through vehicle delivery.
• Relay production information between manufacturers/factories and sales teams to ensure timely communication and order updates.
• Utilize project management tools to ensure accuracy, accountability, and timely completion of each deal.
• Assist with submissions to manufacturers and track the status of credits, incentives, and reimbursements.
• Prepare vehicle purchase requests for management approval.
• Issue local purchase orders for new and used truck inventory as authorized by management.

Documentation & Deal Administration

• Organize and maintain physical and electronic master truck files to ensure completeness, accuracy, and audit readiness.
• Produce all delivery paperwork for new and used truck sales within assigned regions or for designated sales representatives.
• Attach and maintain all required customer documentation, including:
• Signed Specifications
• Purchase Orders
• Deposits
• Licensing Documentation
• Registration Forms
• Reconcile deal files to ensure all costs are properly captured and tracked for each sale.
• Submit warranty registrations on all applicable new and used vehicle sales.

Tax, Licensing & Regulatory Compliance

• Calculate and apply Federal Excise Tax (FET) requirements for each transaction.
• Identify and calculate applicable state and local sales taxes and determine supporting documentation requirements.
• Perform vehicle licensing and title services across multiple states in compliance with regulatory requirements.
• Ensure sales transactions comply with company policies, federal regulations, state regulations, and industry requirements.
• Acquire and maintain a registered Public Notary license.

Inventory & Asset Management

• Stock in new and used vehicle inventory.
• Maintain real-time inventory records and update vehicle locations as assets move between facilities or customers.
• Assist with company asset tracking and movement activities.
• Produce truck inventory reports and ensure inventory accuracy.
• Support monthly flooring audits with OEM and banking representatives.

Customer & Internal Support

• Provide exceptional service to customers, sales representatives, manufacturers, and internal stakeholders.
• Coordinate communication across departments to ensure seamless customer experience.
• Respond promptly to requests for information regarding deal status, delivery timelines, documentation, and vehicle availability.
• Support continuous improvement efforts related to sales processes, reporting, and operational efficiencies.

III. Minimum Job Qualifications

• 3 years of office administration or related experience.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Ability to maintain accurate records and documentation.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team.

IV. Desired Job Qualifications

• Associate’s degree.
• Minimum of 2 years of accounting experience.
• Minimum of 2 years of retail or dealership-related experience.
• Experience in commercial vehicle, trucking, transportation, or dealership environments.
• Intermediate to advanced proficiency in:
• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Experience working with ERP, CRM, inventory management, or project management systems.
• Knowledge of vehicle titling, registration, and commercial trucking regulations.

V. Mental Capability Requirements

• Comprehension: Ability to understand complex problems, collaborate, and explore alternative solutions.
• Organization: Ability to prioritize and organize work activities over short- and medium-term planning horizons. Demonstrate capability to manage numerous transactions simultaneously while maintaining attention to detail.
• Reasoning & Decision Making: Ability to make decisions impacting the immediate work unit while evaluating broader organizational implications and to identify issues proactively and implement appropriate solutions. 
• Communication: Ability to effectively communicate information verbally and in writing with customers, sales personnel, management, vendors, and manufacturers as well as exchange information accurately and professionally in a fast-paced environment.
• Mathematics: Ability to compute, analyze, and interpret numerical data for reporting purposes in addition to calculate taxes, reconcile transaction costs, and prepare analytical reports.

VI. Physical Demands and Work Environment

The physical demands and work environment characteristics 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.

While performing the duties of this job, the employee is occasionally required to stand, walk, sit, use hands and arms to handle or feel objects, tools or controls, reach with hands and arms, climb stairs, balance, stoop, kneel, crouch or crawl, talk or hear, and taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

While performing the duties of this job, the employee is not exposed to weather conditions. The noise level in the work environment is usually moderate.

VII. Common Expectations of Performance for all Employees

The following includes common expectations for all employees of the Company. The evaluation of job performance will be based on these common expectations as well as the position-specific responsibilities described above.

Communications, Teamwork, and Feedback to Others

• Contribute to a work environment that is based on trust and respect.
• Have discussions on a regular basis with their manager to discuss opportunities to best achieve individual performance objectives and departmental goals.
• Suggest ways to improve the efficiency of conducting their job duties.
• Promote continuous improvement and change to support company growth.
• Mentor others unselfishly.
• Give credit where it’s due.

Company Loyal Policies and Work Ethic

• Adhere to the policies contained in the Employee Handbook.
• Adhere to the Company’s Employee Conduct Policy.
• Support management decisions toward meeting company goals.
• Be open and receptive to new ideas, regardless of their origin.
• Make prudent decisions, which are based on the best interest of the Company and its long-term future.

We are an Equal Opportunity Employer

Dobbs Truck Group operates 25 commercial truck dealerships through two operating companies – Dobbs Peterbilt and Western Truck Center.

Dobbs Peterbilt and Western Truck Center are equal opportunity employers that values a broad diversity of talent, knowledge, experience, and expertise. We foster a culture of inclusion that drives employee engagement to deliver superior performance to the communities we serve. Dobbs Peterbilt and Western Truck Parts do not discriminate in hiring or employment on the basis of race, color, religious creed, national origin, sex, ancestry, pregnancy, genetic information, gender identity, sexual orientation, or marital status; or on the basis of age against persons whose age is 40 and over, or on the basis of physical or mental disability; or to disabled veterans or to Vietnam veterans.

We are proud to be an affirmative action employer and encourage minorities, women, individuals with disabilities, and veterans to join our team.