Executive Sales, Procurement & Inventory Coordinator

Gordon Brothers•Austin, TX

23d

About The Position

The Executive Sales, Procurement & Inventory Coordinator maintains deal data, inventory records, the sourcing pipeline, inspection information, and priorities. The role keeps information organized and current and reports updates to the Senior Director, Transportation Procurement. The position supports sales operations, procurement, inventory merchandising and aging-unit management, deal-cost and margin visibility, inspections, meetings, reporting, and business systems. It coordinates routine follow-up, maintains trackers and records, prepares decision materials, and updates inventory and pricing information within established guidelines. Success is measured by the completeness and currency of active deal information, documented next actions, reporting accuracy and timeliness, inventory record completeness, current photos and listings, accurate and timely price changes, and reduction of aged inventory without a plan.

Requirements

Strong organizational skills and a proactive approach; comfort with high-volume, detail-oriented work.
Advanced MS Excel, CRM/DMS, data-entry, and reporting skills.
Understanding of business and deal-management metrics, including margin, deal costs, and aging.
Strong written and verbal communication skills.
Client-facing confidence to engage with salespeople and uphold process.

Nice To Haves

Experience supporting a business owner, sales leader, procurement leader, or dealership/operations manager.

Responsibilities

Maintain a running list of priorities, calls, decisions, commitments, meetings, deadlines, and projects.
Prepare a concise daily briefing covering decisions needed, urgent opportunities, overdue items, aged or stalled inventory, margin risks, follow-up commitments, and key meetings; track decisions through completion.
Maintain active deal status, owner, next action, follow-up date, expected close date, expected margin, and notes; follow up with salespeople on stalled opportunities and missing CRM updates.
Maintain complete inventory records, including specifications, VIN or serial number, location, condition or status, purchase information, costs, photos, listing status, wholesale and retail asking prices, price history, and notes.
Coordinate inventory photos, listing data, descriptions, online posting status, and price updates or corrections so available units are represented accurately and professionally.
Own the aging report and shepherd aged units by ensuring current prices, complete photos and listings, sales assignments, documented activity, and recommendations to reprice, repair, wholesale, re-market, or retain.
Maintain the purchase pipeline and seller, fleet, and dealer records.
Prepare purchase summaries with unit details, asking price, estimated cost, freight, repair or reconditioning estimate, expected margin, market notes, and key risks.
Monitor expected versus actual deal costs, including purchase cost, sale price, freight, repairs or reconditioning, commissions, title and documentation costs, and other expenses; flag incomplete deals or deals below target margin.
Prepare sales, procurement, inventory, and management meeting materials; document commitments; produce reports; and maintain trackers, checklists, and procedures.
Track equipment inspections for acquisition, review inspection reports and photos, identify deficiencies against purchase terms, and seek resolution from sellers before closing.
Enter inspection data and photos into Imanpro.
Request and organize information, enforce tracking standards, coordinate meetings, conduct routine follow-up, update inventory and pricing records within established guidelines, prepare decision materials, and run approved reporting processes.