Sales Coordinator

Dobbs Peterbilt•Sumner, WA

44d•$25 - $30•Onsite

About The Position

This position is responsible for taking ownership of the truck sales process to ensure high customer satisfaction, compliance with applicable laws and regulations, and timely and accurate reporting for management. This position serves as a critical liaison between sales representatives, customers, manufacturers, finance partners, and internal departments to ensure that commercial truck transactions are completed accurately, efficiently, and in accordance with company policies and procedures. The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Requirements

3 years of office administration or related experience.
Strong organizational skills with the ability to manage multiple priorities simultaneously.
Ability to maintain accurate records and documentation.
Excellent verbal and written communication skills.
Ability to work independently and as part of a team.
Ability to understand complex problems, collaborate, and explore alternative solutions.
Ability to prioritize and organize work activities over short- and medium-term planning horizons. Demonstrate capability to manage numerous transactions simultaneously while maintaining attention to detail.
Ability to make decisions impacting the immediate work unit while evaluating broader organizational implications and to identify issues proactively and implement appropriate solutions.
Ability to effectively communicate information verbally and in writing with customers, sales personnel, management, vendors, and manufacturers as well as exchange information accurately and professionally in a fast-paced environment.
Ability to compute, analyze, and interpret numerical data for reporting purposes in addition to calculate taxes, reconcile transaction costs, and prepare analytical reports.

Nice To Haves

Associate’s degree.
Minimum of 2 years of accounting experience.
Minimum of 2 years of retail or dealership-related experience.
Experience in commercial vehicle, trucking, transportation, or dealership environments.
Intermediate to advanced proficiency in: Microsoft Excel, Microsoft Word, Microsoft Outlook
Experience working with ERP, CRM, inventory management, or project management systems.
Knowledge of vehicle titling, registration, and commercial trucking regulations.

Responsibilities

Take ownership of the truck sales process to ensure sales representatives are following established company policies and procedures.
Coordinate and monitor all aspects of truck sales transactions from order placement through vehicle delivery.
Relay production information between manufacturers/factories and sales teams to ensure timely communication and order updates.
Utilize project management tools to ensure accuracy, accountability, and timely completion of each deal.
Assist with submissions to manufacturers and track the status of credits, incentives, and reimbursements.
Prepare vehicle purchase requests for management approval.
Issue local purchase orders for new and used truck inventory as authorized by management.
Organize and maintain physical and electronic master truck files to ensure completeness, accuracy, and audit readiness.
Produce all delivery paperwork for new and used truck sales within assigned regions or for designated sales representatives.
Attach and maintain all required customer documentation, including: Signed Specifications, Purchase Orders, Deposits, Licensing Documentation, Registration Forms.
Reconcile deal files to ensure all costs are properly captured and tracked for each sale.
Submit warranty registrations on all applicable new and used vehicle sales.
Calculate and apply Federal Excise Tax (FET) requirements for each transaction.
Identify and calculate applicable state and local sales taxes and determine supporting documentation requirements.
Perform vehicle licensing and title services across multiple states in compliance with regulatory requirements.
Ensure sales transactions comply with company policies, federal regulations, state regulations, and industry requirements.
Acquire and maintain a registered Public Notary license.
Stock in new and used vehicle inventory.
Maintain real-time inventory records and update vehicle locations as assets move between facilities or customers.
Assist with company asset tracking and movement activities.
Produce truck inventory reports and ensure inventory accuracy.
Support monthly flooring audits with OEM and banking representatives.
Provide exceptional service to customers, sales representatives, manufacturers, and internal stakeholders.
Coordinate communication across departments to ensure seamless customer experience.
Respond promptly to requests for information regarding deal status, delivery timelines, documentation, and vehicle availability.
Support continuous improvement efforts related to sales processes, reporting, and operational efficiencies.
Contribute to a work environment that is based on trust and respect.
Have discussions on a regular basis with their manager to discuss opportunities to best achieve individual performance objectives and departmental goals.
Suggest ways to improve the efficiency of conducting their job duties.
Promote continuous improvement and change to support company growth.
Mentor others unselfishly.
Give credit where it’s due.
Adhere to the policies contained in the Employee Handbook.
Adhere to the Company’s Employee Conduct Policy.
Support management decisions toward meeting company goals.
Be open and receptive to new ideas, regardless of their origin.
Make prudent decisions, which are based on the best interest of the Company and its long-term future.