Sales Coordinator

Job Description

Job Description

Job Title: Sales Coordinator

Job Description

This role focuses on managing the full spare parts order fulfillment process for an OEM manufacturing environment, ensuring accurate order entry in ERP systems, timely coordination with logistics and warehouse teams, and exceptional customer communication. The position requires strong attention to detail, a high level of organization, and the ability to work in a fast-paced environment, especially during morning hours when collaborating with an international team.

Responsibilities

• Manage the end-to-end fulfillment process for customer sales orders, from order receipt to shipment, ensuring accuracy and completeness at every step.
• Enter customer orders into the SAP or ERP system, verifying that quantities, pricing, and terms are correct before processing.
• Prioritize and process urgent spare parts orders in coordination with the international team, particularly during morning hours, to meet time-sensitive customer needs.
• Handle non-urgent spare parts orders, customer reports, and follow-up tasks in the afternoon, maintaining consistent service levels throughout the day.
• Coordinate closely with logistics and warehouse teams to ensure timely picking, packing, and shipping of spare parts orders.
• Manage order information and status updates, ensuring all relevant stakeholders are informed of changes, delays, or special requirements.
• Analyze the nature of customer requests and determine the appropriate actions, involving relevant business areas such as purchasing, sales, project management, and warehouse as needed.
• Communicate with customers via phone and email to provide order status updates, clarify requirements, and resolve inquiries in a professional and timely manner.
• Build and maintain long-term relationships with customers by providing reliable, customer-focused service and consistent follow-through.
• Collaborate internally with local and international teams to support customer needs, align on priorities, and ensure a seamless customer experience.
• Handle the process of customer complaints related to noncompliance or issues with spare parts, involving appropriate internal departments to investigate and resolve problems.
• Monitor the number, nature, and outcomes of complaints, ensuring they are documented, tracked, and followed through to resolution.
• Monitor the overall performance of the spare parts function for assigned customers and geographic areas, focusing on volumes, service levels, and order processing time.
• Identify potential problems in order fulfillment, service levels, or processes and propose corrective actions to improve efficiency and customer satisfaction.
• Perform routine clerical duties, including data entry, answering emails, and assisting customers with general inquiries.
• Prepare and reconcile all cycle count processes and perform complete inventory checks of stock and supplies to support accurate inventory management.
• Support shipping and receiving activities by coordinating with warehouse and logistics teams to ensure accurate documentation and timely movement of goods.
• Assist with miscellaneous job-related duties as assigned to support the broader after-sales, parts, and service operations.

Essential Skills

• 1–2 years of OEM customer service experience in a manufacturing, blue-collar, logistics, or distribution environment.
• Hands-on experience with ERP systems; familiarity with SAP is beneficial but not required.
• Proficiency with Microsoft Office applications, including email, spreadsheets, and documents, to manage orders, reports, and communications.
• Experience in customer service with a strong customer service–oriented mindset and the ability to handle inquiries and issues professionally.
• Background in order entry and order management, including order processing and order support activities.
• Experience working with warehouse inventory, inventory checks, and basic supply chain or logistics processes.
• Ability to coordinate shipping and receiving activities in collaboration with warehouse and logistics teams.
• Strong data entry skills with extreme attention to detail and accuracy in all documentation and system entries.
• Excellent organizational skills with the ability to manage multiple tasks, priorities, and deadlines in a fast-paced environment.
• Solid written communication skills for clear and professional email correspondence with customers and internal teams.
• Strong interpersonal and verbal communication skills for frequent interaction with customers, purchasing, sales, project management, and warehouse teams.
• Ability to perform routine clerical duties, including data entry, email management, and customer assistance.
• Capability to monitor performance metrics such as service levels and order processing times and to identify potential issues.
• Comfort working in a structured, process-driven environment with a focus on accuracy, timeliness, and customer satisfaction.
• No degree required; ability to demonstrate relevant experience and skills in a similar role.

Additional Skills & Qualifications

• Experience using SAP or similar ERP systems in a manufacturing or OEM environment.
• Prior exposure to OEM spare parts, after-sales service, or industrial equipment support.
• Experience in account management or sales support, particularly in a technical or manufacturing context.
• Background in planning or coordination roles within supply chain, logistics, or warehouse operations.
• Experience supervising or guiding workflow within a small team environment.
• Familiarity with tobacco packaging equipment or other complex industrial machinery is a plus.
• Demonstrated ability to build long-term relationships with both external customers and internal stakeholders.
• Proactive approach to identifying process improvements and recommending corrective actions.

Work Environment

The role operates in a clean, well-lit, and climate-controlled manufacturing facility that includes a large machining and assembly shop, as well as engineering, parts, and repair operations. The position follows a 7:00 a.m. to 4:00 p.m. schedule, aligning with collaboration needs for an international team based in Italy, which makes mornings particularly busy and time-sensitive. You will work as part of a small after-sales team with other spare parts representatives, in close collaboration with logistics, warehouse, purchasing, sales, project management, and engineering functions. The environment offers a stable setting with low turnover and a well-maintained manufacturing floor, providing a professional and comfortable workspace focused on safety, quality, and teamwork.

This is a Contract position based out of Richmond, VA.

The pay range for this position is $24.00 - $26.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Richmond,VA.

This position is anticipated to close on Jun 12, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.