Machine Sales Coordinator

H O PENN MACHINERY•Holtsville, NY

6d•$30 - $36•Onsite

About The Position

H.O. Penn Machinery is seeking a Machine Sales Coordinator to provide administrative support and assistance in processing new, used, and rental machine orders to ensure the Corporation will realize maximum sales opportunity and profitability. This role involves coordinating all activities required to satisfy a sales order, including inventory status, shop modifications, work tools, transportation, delivery tickets, and credit approval. The coordinator will also notify the Service Department of preparation instructions and assist Corporate Rental Coordinators with equipment availability and preparation. Additionally, the position supports the Region Sales Manager in division operations by processing projections, quotes, contracts, and tracking worksheets, maintaining branch files, and updating forms and literature for Sales Representatives. The role requires effective communication with customers, vendors, and the market, maintaining positive relationships and assisting walk-in customers. The Machine Sales Coordinator will also contribute to a positive work environment by collaborating with various departments such as Parts, Service, Credit, Accounting, and Finance, ensuring they have the necessary documentation and communications for efficient operations.

Requirements

Minimum 2 years of administrative, sales support, customer service, or coordination experience
Strong organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment
Excellent verbal and written communication skills
Proficient in Microsoft Office Suite, particularly Excel, Word, and Outlook

Nice To Haves

Experience supporting equipment, construction, heavy machinery, rental, transportation, or industrial sales operations preferred

Responsibilities

Provide administrative support and assistance in processing of new, used and rental machine orders to ensure the Corporation will realize maximum sales opportunity and profitability
Coordinate all activities required to satisfy a sales order including inventory status, shop modifications, work tools, transportation, delivery tickets and credit approval
Notify the Service Department of preparation instructions, modifications and installation of work tools when equipment is received
Assist the Corporate Rental Coordinators with the availability of equipment, work tools, preparation instructions and shipping and receiving tickets
Support the sales effort by processing projections, quotes, contracts, cost and tracking worksheets and submitting all the necessary documentation to Corporate to complete a sales transaction in a timely fashion
Maintain branch files on sales and rental transactions
Maintain and update all the forms and literature to assist the Sales Representatives in performing their duties
Coordinate all the necessary paper flow to ensure smooth interdepartmental operations
Maintain a positive relationship with our customers, vendors and the marketplace in general through telephone contact, plus written and electronic correspondence that accommodates their needs in a professional manner
Support operations by assisting walk in customers as needed
Work closely with other departments including but not limited to: Parts Department - ordering parts for new, used and rental machines. Service Department – issuing work order requests. Credit – processing credit applications, requesting credit releases. Accounting – processing worksheets, contracts, tax forms and billing information. Finance – processing contracts
To ensure they have all the documentation and communications that are needed for them to perform their jobs in an efficient and effective manner as it relates to sales department activity