Sales Coordinator - Parts

Parts Sales Coordinator

We are seeking a highly organized, detail-oriented Parts Sales Coordinator to support our Parts Sales team and help ensure orders, quotes, invoicing, credits, returns, and customer requests move efficiently from start to finish.

This role is responsible for maintaining strong administrative control over the Parts sales process, with a particular focus on order accuracy, estimate follow-up, invoicing, backlog management, credits/RMAs, documentation, and exception resolution. The ideal candidate is highly proficient in Microsoft Excel, comfortable working with large amounts of data, and able to identify issues before they become customer problems.

The Parts Sales Coordinator will work closely with Sales, Parts, Supply Chain, Procurement, Finance, Tactical, and other internal teams. The coordinator will own tracking, follow-up, reporting, and administrative control while salespeople retain responsibility for customer relationships and Procurement retains responsibility for supplier purchase orders and delivery updates.

Key Priorities

Protect existing orders | Secure invoicing | Convert open quotes | Close credits and administrative issues

The Coordinator will proactively manage and escalate these activities while ensuring customers receive timely and accurate updates.

Key Responsibilities

• Monitor open estimates and coordinate customer follow-up.
• Prioritize high-value and soon-to-expire quotes.
• Maintain quote validity dates, follow-up notes, and outcomes.
• Record lost-order reasons and identify trends affecting quote conversion.
• Clean up expired, duplicate, or incomplete estimates.
• Alert Sales when technical, pricing, or other support is required.
• Prepare weekly reporting on quote activity and conversion.

• Review customer orders before processing to confirm accuracy and completeness.
• Verify customer PO, pricing, quantities, part numbers, ship-to address, freight terms, tax status, payment terms, and requested delivery dates.
• Identify and resolve missing or inconsistent information.
• Maintain accurate order information and documentation in applicable systems.
• Confirm written customer approval before enabling partial shipments when customer terms prohibit them.

• Review daily shipment and un-invoiced-order reports.
• Identify orders blocked from invoicing and coordinate resolution.
• Resolve missing documents, pricing discrepancies, invoice holds, and other administrative issues.
• Confirm completed orders are invoiced promptly.
• Coordinate corrections with Finance and Parts Sales.
• Prepare weekly reporting on un-invoiced shipments and aging items.

• Review overdue and upcoming customer orders.
• Identify missing promise dates, late supplier deliveries, shipment holds, and other order risks.
• Compare supplier dates with customer promise dates and flag changes requiring customer notification.
• Coordinate order updates with Procurement and Parts Sales, including updates to promise dates on customer orders.
• Ensure customers receive proactive notifications regarding significant delays.
• Maintain visibility into the highest-risk customer orders and escalate issues appropriately.

• Track credits, returns, RMAs, and warranty-related requests from submission through completion.
• Ensure required approvals and supporting documentation are obtained.
• Follow up with customers, suppliers, Finance, and internal stakeholders.
• Maintain an aging report to ensure requests do not remain unresolved.
• Escalate aging or high-risk items when necessary.

• Monitor shared sales inboxes, Freshdesk tickets, and incoming calls.
• Assign requests to the appropriate salesperson and ensure requests are not overlooked.
• Send order acknowledgments, confirmations, shipment notifications, tracking information, and proactive delay notifications.
• Provide administrative backup to Sales during vacations, absences, and periods of increased workload.
• Maintain professional and timely communication with customers and internal stakeholders.

• Ensure quotes, purchase orders, order confirmations, approvals, customer correspondence, and applicable export/end-user documentation are properly maintained in IDM.
• Collect end-use and end-user certificates as required.
• Maintain government and export documentation.
• Flag orders involving DFARS, FAR, IDIQ, PIEE, or other applicable requirements.
• Maintain accurate electronic customer and order records.

• Verify shipping methods, special packaging, export crating, drop-ship instructions, and delivery addresses with Tactical.
• Monitor shipment-related exceptions and coordinate resolution with the appropriate internal teams.
• Ensure shipment information is accurately documented and communicated to customers.

• Coordinate corrections to customer contacts, addresses, tax certificates, freight accounts, and billing information.
• Identify discrepancies in customer account information and ensure appropriate updates are requested.

• Prepare and distribute weekly dashboards covering: quote conversion, un-invoiced shipments, overdue orders, open credits and RMAs, customer-response aging, highest-risk customer orders.
• Prepare and distribute sales, backlog, order, invoicing, and performance reports.
• Work extensively in Microsoft Excel to organize, analyze, reconcile, and present sales data.
• Maintain checklists, templates, and standard operating procedures.
• Identify recurring errors and recommend process improvements.
• Assist with data cleanup, reporting enhancements, special projects, and process documentation.

Required Qualifications

• 2+ years of experience in sales administration, order management, customer service, sales support, or a similar administrative role.
• Strong proficiency in Microsoft Excel, including formulas, filtering, sorting, pivot tables, lookup functions, and data analysis.
• Proficiency with Microsoft Outlook, Word, Teams, and PowerPoint.
• Strong attention to detail and commitment to data accuracy.
• Excellent organization and ability to manage multiple assignments, priorities, and deadlines.
• Strong written and verbal communication skills.
• Strong follow-through, problem-solving, and escalation skills.
• Ability to work independently while contributing effectively to a collaborative team.
• Professional, dependable, proactive, and customer-focused.
• High school diploma or equivalent required; associate or bachelor's degree preferred.

Preferred Qualifications

• Experience working with an ERP, CRM, or order-management system.
• Experience supporting a parts, industrial, marine, power-generation, distribution, or technical sales organization.
• Experience with sales-performance, backlog, invoicing, order-status, or quote-conversion reporting.
• Experience with Microsoft Dynamics 365, Infor SyteLine, or similar business software.
• Experience with Freshdesk or similar ticketing systems.
• Familiarity with export documentation, end-user requirements, or government contracting requirements is a plus.

What Success Looks Like

The successful Parts Sales Coordinator will take ownership of administrative follow-through and ensure that issues do not fall through the cracks. This person will:

• Keep existing customer orders moving.
• Identify and escalate order risks before they impact customers.
• Ensure completed shipments are invoiced promptly.
• Maintain accurate and actionable backlog and quote information.
• Drive timely resolution of credits, RMAs, returns, and other administrative issues.
• Provide Sales with reliable information and follow-up support.
• Keep customer and order documentation complete and organized.
• Produce accurate weekly reporting that gives the team visibility into risks and opportunities.
• Identify recurring problems and help improve processes.

Important Role Boundaries

This position is responsible for tracking, coordination, administrative control, follow-up, and escalation. The Coordinator does not replace the responsibilities of Sales or Procurement.

The Parts Sales Coordinator will not be responsible for:

• Negotiating major pricing decisions.
• Making technical product selections.
• Committing to unverified delivery dates.

Motor-Services Hugo Stamp, Inc.