Sales Operations Coordinator

Job Description

Job Description

Title: Sales Operations Coordinator
Location: Waukesha, WI

Fully on-site role

Our client, a growing industrial machinery manufacturer, is growing their sales team.

This role is ideal for someone who thrives in a fast-paced environment and enjoys balancing customer service, sales
support, operational coordination, and basic financial administration responsibilities. The Sales Operations Coordinator will play a critical role in supporting the sales team, maintaining accurate records, coordinating shipments, processing orders, and ensuring a professional customer experience.

Key Responsibilities
Sales & Customer Support
Answer incoming customer and vendor phone calls professionally and efficiently
Support the sales team with day-to-day administrative and operational tasks
Prepare and send order confirmations to customers
Assist with parts quotations and estimates
Coordinate vendor and customer account setup documentation
Support Sales Reps with commission calculator reporting spreadsheets and approval
Maintain and update recent sales activity including machine inventory tracking

Order Processing & Logistics
Process customer orders from entry through invoicing
Prepare freight estimates and shipping documentation
Create Bills of Lading (BOLs)
Coordinate outbound shipments with freight carriers and warehouse personnel
Track shipments and communicate delivery updates to customers and Sales Reps
Ensure accuracy of order details, pricing, freight charges, and customer information

Accounting & Administrative Support
Manage Accounts Receivable (AR) and Accounts Payable (AP) activities
Assist with invoicing and payment tracking
Prepare high-level, basic financial summaries and reporting for management
Maintain organized records and documentation
Support adherence to company financial controls and operational procedures

Qualifications
Associates or Bachelors degree in Business, Accounting, Finance, or related field preferred
23+ years of experience in sales coordination, customer service, accounting, or administrative support
Strong proficiency in Microsoft Office Suite
Experience with:
o QuickBooks
o CRM & ERP systems (preferably Microsoft Dynamics NAV)
Excellent organizational and communication skills
Strong attention to detail and ability to multitask
Ability to work independently while supporting a team-oriented environment

Preferred Experience
Manufacturing, industrial equipment, supply chain, logistics, or distribution industry experience
Experience coordinating freight shipments and logistics documentation
Familiarity with inventory tracking and sales reporting