Sales Office Coordinator

Graham Manufacturing•Houston, TX

5d•Onsite

About The Position

The Sales Office Coordinator provides essential administrative and customer relations support to the Texas and Alberta Sales Director, Sales Managers, and Sales Engineers. This role is crucial for ensuring efficient sales operations, managing customer inquiries, processing orders, and maintaining organized sales records.

Requirements

High school GED
5+ years of office administration experience
Must be willing to work overtime as required.
Proficiency in MS office applications including spreadsheet, enterprise resource planning, database, and specialized application software.
Strong written and verbal communication skills required.
Strong organization and time management skills.
High attention to detail.
Ability to successfully plan and implement objectives within established timelines and work schedules.
Ability to work independently, with minimal direction as a highly motivated self-starter and within a team oriented culture.
Exhibits polite and professional communication via phone, e-mail and mail.
Maintain strict confidentiality regarding company matters.
Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.
Maintain a collaborative relationship with internal and external stakeholders.
Ability to keep information confidential.
Ability to independently acquire and apply new knowledge.
Technical aptitude.
Maintain current technical knowledge pertaining to position; demonstrates comprehensive, flexible range of skills and abilities; seeks to enhance skills and abilities through cross-training and educational development.
Able to manage multiple priorities and deadlines.
Strong analytical, organizational and communication skills are a must.
Ability to solve practical problems in a timely manner whilst dealing with a level of ambiguity.
Must be detail oriented with ability to maintain a strategic outlook.
Proactively identify problems and collaborate with management on implementing possible solutions.
Energetic and eager to tackle new projects and learn new skills.
Must be able to work in the U.S without sponsorship.

Nice To Haves

Minimal travel may be required
Good Communication skills and multi-tasking ability as well as customer interface experience.
Ability to obtain US government security clearance is desired.

Responsibilities

Answer phone calls in a timely manner and communicate professionally with customers.
Manage office supplies and literature inventory, ensuring adequate stock while minimizing budget.
Coordinate with temporary agencies for staffing needs during extended absences, including training temporary personnel.
Manage and organize business cards and sales leads in the customer database and salesman binders.
Generate binders or slide booklets for presentations upon request.
Process purchase orders immediately upon receipt via email, fax, or courier.
Create and maintain electronic EG files for inquiries and direct purchase orders on the local “T” Drive.
Handle spare parts inquiries, quotations, status requests, and purchase orders.
Ensure Graham T&Cs and warranty forms, negotiated customer terms & conditions on file, or master purchase agreements on file are included with Quotations as appropriate.
Handle small equipment proposals and order entry as needed by salesmen.
Enter and update customer correspondence and status in Oracle Cloud (CX) CRM, including project cancellations and order placement dates.
Generate Monthly/Quarterly Follow-Up Reports from Oracle Cloud (CX) and distribute them to Sales Engineers.
Manage travel, hotel, and car rental arrangements and reservations upon request.
Update account lists and add new accounts in the Access database, new account journal, and individual salesman account lists.
Perform standard copying and collating of proposals and documents upon request.
Date, sign, and code bills for Accounts Payable, allowing time for management review and filing paper invoices.
Identify and recommend improvements for office processes and supply management.
Schedule necessary repairs for office equipment.
Maintain the local “T” Drive by e-filing all correspondence pertaining to specific EG# and/or job # on a regular basis.
Download website inquiries and upload quotes to the website.
Scan documents and download RFQs and documents as necessary.
Maintain self-sufficiency and the ability to make independent decisions on a daily basis.
Continuously improve communication skills and multitasking ability, especially in customer interface.
Proactively handle customer expediting requests such as delivery status, drawing status, etc. on a routine basis.
Escalate issues to salesmen or engineers when immediate attention is needed.