Job Function
A Sales Coordinator is responsible for the entire sales order fulfillment process, including management of customer orders from order entry point through punch list, providing support to sales personnel, and accurate and timely service to customers. Coordinates order entry, order management, factory interface and close-out of orders.
Specific Responsibilities and Duties
Customer Service
- Communicates with customers regarding order status, punch list resolution and the scheduling of orders for delivery and installation
- Provides clarifications and answers for customer’s questions regarding order issues
Order Preparation
- Oversees all customer projects and work orders; directs dealer team for implementation of customer orders and service requests
- Assists sales and project personnel in pricing, product research and technical order information (C.O.M. requirements, custom requirements, etc.)
- Assists sales with the preparation of the quotation; reviews quote and prints it for sales presentation to customer
- Reviews and proofs order for basic information (ship to, bill to, contract number, ), accuracy and completeness
- Enters orders into computer system; sends purchase orders to manufacturers
Sales Order Management
- Disperses order information to appropriate internal and external personnel (sales staff, operations, customer, )
- Checks acknowledgments against order; resolves discrepancies with factory; sends acknowledgment to customer; verifies ship date with customer
- Reviews receiving information from field operation and matches to order; resolves discrepancies before approval and sending to payables; enters receiving information into sales order system
- Invoices customer for product delivered and work performed; verifies invoice amounts and balance to customer’s P.O.
- Enters orders for punch list and warranty work; follows up to ensure all punch list work is done in a timely manner
Work Order Management
- Prepares work order packet and delivers packet to operations
- Provides schedule information to dispatcher
- Initiates service quotes for deliveries, small orders and major orders (if required)
File Control
- Maintains master sales order and work order files, ensuring file is complete and up-to-date
Project/Account Coordination
- Initiates and oversees deliveries and small installations; provides order management on all work, including large projects
- Analyzes order requirements, details scope of work, requests service pricing and schedules work with dispatcher for deliveries and small installations
- Interfaces with factory on order status, current lead times, reservation of manufacturing for future/ project orders, specials requirements, O.M. requirements, etc.
- Communicates with customer on schedule of work, site requirements and project parameters for deliveries and small installations
- Manages factory interface and shipping coordination for all work
- Oversees delivery and small installation task completion
Sales/Work Order Close-Out
- Maintains and files customer sign-offs for all assigned sales/work orders
- Invoices for all product and service work for assigned sales/work orders
- Is responsible for punch list resolution, including ordering product and initiating work orders; follows up to ensure timely completion of punch list work
Knowledge/Skill Requirements
- Excellent customer service and interpersonal skills
- Computer literate (word processing, spreadsheets, project applications)
- Ability to work independently as well as in team applications
- Strong verbal and written communication skills
- Ability to prioritize and manage multiple tasks
Experience/Education
- Experience in customer service and commercial furniture considered an asset
- Proficiency in Microsoft Office suite
- High school diploma or equivalent at minimum required
