Sales Support Coordinator

Design And Build Inside Sales Spare Parts Coordinator

The Design & Build Inside Sales Spare Parts Coordinator is responsible for supporting customers through quotation development, spare parts coordination, order entry, and inside sales support for standard products and replacement components. This role serves as a key liaison between customers, sales, engineering, purchasing, project management, service, and operations to ensure accurate pricing, timely communication, and successful order execution.

The ideal candidate is highly organized, detail-oriented, customer-focused, and capable of managing multiple priorities in a fast-paced industrial and manufacturing environment. This position requires strong technical aptitude, commercial awareness, and the ability to work cross-functionally to support both customer satisfaction and operational efficiency.

Key Responsibilities

Quoting & Estimating

• Review and analyze RFQs, customer requests, specifications, drawings, BOMs, and equipment documentation.
• Prepare accurate technical and commercial quotations for spare parts, replacement components, and standard products.
• Develop pricing, scope definitions, and delivery timelines based on customer requirements.
• Coordinate with purchasing, vendors, and supply chain teams to obtain accurate pricing and lead times.
• Collaborate with engineering to verify design concepts, technical specifications, and part compatibility.
• Identify obsolete components and recommend upgraded or alternative solutions when necessary.
• Maintain estimating templates, historical pricing data, and proposal documentation.
• Support continuous improvement initiatives focused on estimating accuracy and quote turnaround times.

Order Entry & Order Management

• Enter and maintain customer orders within ERP systems with a high degree of accuracy.
• Verify pricing, quantities, lead times, shipping details, and product availability prior to order processing.
• Track order status and provide proactive updates to customers and internal stakeholders.
• Coordinate with warehouse, shipping, purchasing, and operations teams to ensure timely delivery.
• Resolve discrepancies involving pricing, shortages, shipping issues, part numbers, or customer documentation.
• Support inventory tracking and forecasting for commonly used spare and service parts.

Customer & Sales Support

• Serve as a primary point of contact for customer spare parts inquiries and replacement part requests.
• Support outside sales and service teams with customer communication, product recommendations, and technical clarification.
• Assist sales teams with CRM updates, pipeline activity, and quote follow-up efforts.
• Follow up on open quotations to support conversion into customer orders.
• Participate in customer discussions, clarifications, and negotiations as needed.
• Maintain a professional, responsive, and service-focused approach to customer support.

Cross-Functional Coordination

• Support post-order handoff activities to Project Management and Engineering teams to ensure alignment with quoted scope.
• Collaborate across departments to ensure proper ERP utilization and process consistency.
• Assist in developing standardized spare parts processes, documentation, and recommended spare parts packages for new equipment builds.
• Maintain organized records of quotes, orders, communications, project files, and customer documentation.
• Support reporting activities related to sales performance, quote conversion, backlog, and order accuracy.
• Ensure compliance with company procedures, documentation standards, and customer requirements.

Qualifications

• Experience in estimating, inside sales, customer service, order entry, or industrial product support preferred.
• Background in manufacturing, automation, conveyor systems, tooling, or industrial equipment strongly preferred.
• Ability to read and interpret technical drawings, part numbers, specifications, and customer purchase orders.
• Familiarity with spare parts, replacement components, and industrial product support processes.
• Experience working with ERP systems, CRM software, and Microsoft Office applications.
• Advanced proficiency in Microsoft Excel preferred.
• Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously.
• Excellent communication and collaboration skills across departments and customer groups.
• Strong analytical, problem-solving, and detail-oriented mindset.
• Commercial awareness with the ability to identify risks, cost impacts, and process improvements.

Key Skills & Competencies

• Technical aptitude and mechanical understanding
• Estimating and quotation development
• ERP and CRM system proficiency
• Customer service and inside sales support
• Order management and data accuracy
• Cross-functional collaboration
• Time management and prioritization
• Risk identification and problem-solving
• Attention to detail and organizational excellence

Key Performance Indicators (KPIs)

• Quote turnaround time
• Quote-to-order conversion rate
• Order entry accuracy
• On-time delivery support
• Customer responsiveness and satisfaction
• ERP and documentation accuracy
• Backlog and order processing efficiency