Purchasing and Sales Support Coordinator

Kirby-Smith Machinery, Inc. - Oklahoma City, OK•The Village, OK

6d•Onsite

About The Position

Responsible for providing program leadership and operational support for Governmental and Utility initiatives. Partners with the Director of Governmental and Utility to coordinate priorities across assigned lines and managers, administer manufacturer programs, and support the post-sale process for assigned equipment lines, including Takeuchi. Ensures equipment orders, registrations, customer handoffs, claims, credits, program deadlines, and related documentation are accurate and complete.

Requirements

Bachelor's degree preferred
Three or more years of experience in a sales-related environment; purchasing experience preferred
Two or more years of experience in the heavy equipment industry preferred
Strong interpersonal and communication skills
High attention to detail and ability to work with pricing, credits, rebates, program requirements, and transactional documentation
Proficiency with Microsoft Office applications, including Outlook, Excel, Word, and Teams
Ability to travel as required

Responsibilities

Communicates and supports the Kirby Smith vision and core values of One Mission, One Team, One Plan, One Goal
Serves as an execution partner to the Director of Governmental and Utility by translating priorities into actionable plans and maintaining an operating cadence through monthly check-ins with line managers
Independently assesses the status and progress of assigned lines and managers during monthly check- ins and determines which issues require escalation to the Director
Drives alignment across purchasing, sales, and manufacturer program functions by facilitating decision- making, documenting outcomes, and escalating issues with recommendations
Manages risk related to program compliance, registration deadlines, and credit and claim timelines and recommends corrective actions for discrepancies
Develops and maintains project tracking for milestones, program deadlines, and outstanding items across assigned lines and connects outcomes to claim recovery rates and program compliance
Executes machine and attachment orders as directed by management
Maintains accurate open-order tracking and follows up on outstanding order confirmations
Validates OEM order confirmations, machine pricing, and related program requirements
Validates and routes incoming machine invoices for processing
Monitors inventory aging, program dates, TOPS requirements, cash-in-lieu opportunities, and other time- sensitive manufacturer requirements
Completes warranty registrations and Other required manufacturer and customer registrations
Creates K-MOG packets at the point of sale Initiates and coordinates the appropriate PSSR handoff
Tracks completion of required post-sale registrations and documentation
Monitors Kirby-Smith inventory for required registrations and submits registrations as needed
Tracks expected manufacturer credits from application through receipt
Coordinates with Accounting regarding appropriate holding accounts and credit-posting processes
Matches received OEM credits to the related claim and retail transaction
Reconciles expected program dollars to actual credits received
Researches discrepancies, rejected claims, missing credits, and incomplete applications
Confirms all applicable registrations, programs, credits, and customer handoffs are complete before transaction closeout
Provides monthly reporting on outstanding program claims, credits, aging items, and unresolved exceptions
Works with the Director of Governmental and Utility to organize and conduct monthly meetings with key leaders
Consistent and reliable on-site attendance
Performs other job-related duties as assigned