Sales Coordinator

Fairchild Equipment•Bloomington, MN

18d•Onsite

About The Position

The Sales Coordinator provides administrative and operational support to the sales team and manages the equipment sales process from quote and order entry through equipment preparation, delivery, invoicing, and final closeout. This position coordinates with sales representatives, customers, dealers, vendors, manufacturers, service departments, freight carriers, and Accounting to ensure orders are accurate, properly documented, delivered on time, and billed correctly. This is a full-time hourly position. The Sales Coordinator is part of a centralized Sales Office support structure. Standard operating procedures (SOPs), job guidance, training, process direction, and leadership will be provided by the Sales Office Supervisor located at our Bloomington, MN Branch. The Sales Coordinator is expected to follow established company procedures, participate in required training, and communicate with the Corporate Sales Office Supervisors regarding questions, process issues, and operational needs.

Requirements

Valid driver’s license.
Strong organizational skills and attention to detail.
Excellent communication, follow-up, and problem-solving skills.
Ability to manage multiple orders, deadlines, and priorities simultaneously.
Strong customer service and interpersonal skills.
Proficiency with Microsoft Office, Excel, SharePoint, Salesforce, and other business systems.
Ability to learn and effectively use manufacturer and company-specific systems.
Strong data-entry, documentation, invoicing, and recordkeeping skills.
Ability to work effectively with sales, customers, vendors, dealers, service, warehouse, transportation, and accounting departments.
Ability to work overtime and have flexibility to accommodate the needs of the position.
Travel to Fairchild Equipment locations, and customer site visits, as requested by Rental Manager; at least 25% annually.

Nice To Haves

Equipment dealership, material-handling, industrial, automotive, or related industry experience is preferred.

Responsibilities

Receive quote requests, prepare quotes in Salesforce, and assist sales representatives with pricing, equipment availability, and lease buyouts.
Create and maintain organized sales, quote, order, and equipment files in SharePoint and other company systems.
Receive and process customer purchase orders and enter, acknowledge, and track orders in company systems, including Salesforce, MRS, NOVO, Hyster-Yale portals, and related systems.
Create Equipment Sales Agreements (ESAs), Equipment Purchase Orders (EPOs), and other documents required to process customer orders.
Order equipment, attachments, and related items from manufacturers and vendors and monitor orders through completion.
Track open orders, equipment availability, estimated completion dates, and delivery status using booking sheets, backlog reports, and company systems.
Provide timely updates and respond to ETA and order-status requests from sales representatives, dealers, customers, and internal departments.
Coordinate equipment shipments and deliveries with dealers, vendors, freight carriers, and customers, including preparing ship-in letters, purchase orders, and Bills of Lading.
Coordinate equipment transfers, customer pickups, trade-ins, demos, off-lease equipment, rental-to-sales transfers, wholesale transactions, and other equipment movements.
Review incoming equipment and communicate required tagging, marking, and preparation instructions to warehouse and dock personnel.
Create and track service work orders, provide prep instructions, and coordinate with service departments to ensure equipment is prepared for delivery.
Order data tags, capacity tags, stickers, manuals, and other equipment-related materials as needed.
Receive, review, and match vendor invoices to purchase orders and resolve discrepancies with vendors, carriers, and internal departments.
Process customer and vendor invoices, finalize ESAs, maintain billing records, and ensure orders are properly closed and billed.
Close COSA lines and investigate discrepancies that prevent orders from being finalized.
Work with Accounts Payable and Accounts Receivable on customer and vendor setup, payments, down payments, installment transactions, and invoice processing.
Complete and submit lease documents and coordinate lease buyouts and off-lease equipment transactions.
Create, submit, and track Guaranteed Maintenance agreements and related commissions and installations.
Maintain accurate equipment inventory records, including units added, sold, transferred, reserved, consigned, or otherwise changing status or location.
Coordinate website inventory updates by providing equipment information for new stock and ensuring sold equipment is removed promptly.
Assist with physical inventory audits and maintain accurate rental, sales, consignment, and promotional inventory records.
Coordinate promotional inventory and materials for the branch in cooperation with Marketing.
Maintain monthly billing, booking, backlog, and performance reports and scorecards.
Conduct regular follow-up with sales, service, vendors, dealers, and customers to keep orders moving and resolve issues.
Attend customer and internal meetings as needed to provide order status and help resolve issues.
Maintain complete and accurate documentation throughout the sales process and ensure completed orders are properly closed and filed.
Perform other administrative and sales-support duties as assigned.
Accept and adapt to additional rental-related duties and responsibilities as assigned.
Contribute to a team-oriented work environment with a proactive, customer-focused, and solutions-driven approach.