Sales Office Coordinator

Job Description

Job Description

Description:

Job Title: Sales Office Coordinator

Reports To: Sales Director Texas & Alberta

Division/Department: Sales

Level of Work: Level II

Position Summary: The Sales Office Coordinator provides essential administrative and customer relations support to the Texas and Alberta Sales Director, Sales Managers, and Sales Engineers. This role is crucial for ensuring efficient sales operations, managing customer inquiries, processing orders, and maintaining organized sales records.

Key Results Areas by Level of Work:

Level II: Service – Coordinating “production” with problem solving and prevention

Resource management (material and people)

• Will answer phone calls in a timely manner and be able to communicate professionally with customers.
• Manages office supplies and literature inventory, ensuring adequate stock while minimizing budget.
• Coordinates with temporary agencies for staffing needs during extended absences, including training temporary personnel.
• Manages and organizes business cards and sales leads in the customer database and salesman binders.
• Binders or slide booklets for presentations, shall be generated upon request.

Resource scheduling, output management and reporting

• Processes purchase orders immediately upon receipt via email, fax, or courier
• Creates and maintains electronic EG files for inquiries and direct purchase orders on the local “T” Drive.
• Handles spare parts inquiries, quotations, status requests, and purchase orders
• Ensures Graham T&Cs and warranty forms, negotiated customer terms & conditions on file, or master purchase agreements on file are include with Quotations as appropriate.
• Handles small equipment proposals and order entry as needed by salesmen.
• Enters and updates customer correspondence and status in Oracle Cloud (CX) CRM, including project cancellations and order placement dates.
• Generates Monthly/Quarterly Follow-Up Reports from Oracle Cloud (CX) and distributes them to Sales Engineers.
• Manages travel, hotel, and car rental arrangements and reservations upon request.
• Updates account lists and adds new accounts in the Access database, new account journal, and individual salesman account lists.
• Performs standard copying and collating of proposals and documents upon request.
• Dates, signs, and codes bills for Accounts Payable, allowing time for management review and filing paper invoices.

Continuous Improvement

• Identifies and recommends improvements for office processes and supply management.
• Schedules necessary repairs for office equipment.

Equipment & process maintenance

• Maintains the local “T” Drive by e-filing all correspondence pertaining to specific EG# and/or job # on a regular basis.
• Downloads website inquiries and uploads quotes to the website.
• Scans documents and downloads RFQs and documents as necessary.

Professional Development (self and reports)

• Maintains self-sufficiency and the ability to make independent decisions on a daily basis.
• Continuously improves communication skills and multitasking ability, especially in customer interface.
• Proactively handles customer expediting request such as delivery status, drawing status, etc. on a routine bases. Will escalate issues to salesmen or engineers when immediate attention is needed.

Qualifications:

To qualify for this position, an individual must possess the knowledge, training, experience and abilities required.

Education and Training

• High school GED

Experience:

• 5+ years of office administration experience

Other:

• Must be willing to work overtime as required.
• Minimal travel may be required

Preferred:

• Good Communication skills and multi-tasking ability as well as customer interface experience.

Skills:

To perform the job successfully, an individual should demonstrate the following competencies:

1. Must have proficiency in MS office applications including spreadsheet, enterprise resource planning, database, and specialized application software.
2. Strong written and verbal communication skills required.
3. Strong organization and time management skills.
4. High attention to detail.
5. Ability to successfully plan and implement objectives within established timelines and work schedules.
6. Ability to work independently, with minimal direction as a highly motivated self-starter and within a team oriented culture.
7. Exhibits polite and professional communication via phone, e-mail and mail.
8. Maintain strict confidentiality regarding company matters.
9. Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.
10. Maintain a collaborative relationship with internal and external stakeholders. .
11. Ability to keep information confidential.
12. Ability to independently acquire and apply new knowledge.
13. An individual must have technical aptitude.
14. Maintain current technical knowledge pertaining to position; demonstrates comprehensive, flexible range of skills and abilities; seeks to enhance skills and abilities through cross-training and educational development.
15. Able to manage multiple priorities and deadlines.
16. Strong analytical, organizational and communication skills are a must.
17. Ability to solve practical problems in a timely manner whilst dealing with a level of ambiguity.
18. Must be detail oriented with ability to maintain a strategic outlook.
19. Proactively identify problems and collaborate with management on implementing possible solutions.
20. Energetic and eager to tackle new projects and learn new skills.

Physical and Mental Demands

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 the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: While performing the duties of this position, the incumbent is primarily required to sit, stand, walk, stoop, and bend. Required to speak and communicate clearly with others.
• Mental demands: While performing the duties of this position, the incumbent is required to read, write, analyze data and reports, exercise judgment, develop plans, procedures and goals, present information to others and work under pressure.
• Work Environment: This job primarily operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.

Work Authorization/Security Clearance

Must be able to work in the U.S without sponsorship. Ability to obtain US government security clearance is desired.

This job description is not all inclusive but rather serves as a general guideline of the current needs of the position and can be modified at the discretion of management to meet current business needs. Experience and education requirements are the primary basis for awarding this position, however substitutions that are essentially equivalent may be made as they relate to the essential functions, duties, and responsibilities of this position