Sales Support Coordinator

Integrated Power Services•Lewisville, TX

About The Position

IPS is seeking dedicated Office and Administrative staff to be the backbone of our innovative team. At IPS, we know that great ideas and groundbreaking projects rely on exceptional support behind the scenes. Your professional growth and development are our priority, so your opportunities here are unlimited. We care for our team members, offering a comprehensive benefits package, work-life balance, and job stability. If you thrive in a fast-paced environment where you will be recognized and appreciated, you would be a great fit at IPS. Responsibilities & Expectations: As a Sales Support Associate at Integrated Power Services, you will play a vital role in supporting our sales and operations teams by managing vendor relationships, handling customer inquiries, and ensuring smooth invoicing and documentation processes. Your work will be crucial in maintaining customer files, processing payments, and coordinating with various departments to ensure efficient project setup and completion. At IPS, we are committed to delivering exceptional power solutions, and as a key member of our team, you will help ensure that our sales support functions are streamlined, accurate, and responsive to customer needs.

Requirements

Excellent interpersonal skills, including the ability to build rapport with current and potential customers
Critical attention to detail
Excellent communication skills, both oral and written
Ability to understand, perform and retain various job-related training
Flexible with hours, overtime, and some weekend work
Proficient in MS Office suite

Responsibilities

Coordinate the collection of essential documentation from vendors, including W9 forms, OSHA logs, EMR, and Certificates of Insurance (COI).
Manage and respond to customer requests for Certificates of Insurance in a timely and accurate manner.
Address customer and vendor inquiries related to invoicing, purchase orders (PO), and other transactional matters.
Complete and submit required vendor and customer documentation, ensuring compliance with all necessary standards and guidelines.
Assist in customer collections efforts by tracking outstanding payments and facilitating communication between customers and finance teams.
Prepare Time and Materials (T&M) and Fixed Price job details for invoicing, ensuring accuracy and timely submission.
Oversee the creation and maintenance of customer accounts in the system, including credit reviews, terms and conditions (T&C), Master Service Agreements (MSA), and Non-Disclosure Agreement (NDA) reviews.
Work closely with various departments, ensuring seamless communication and support for ongoing projects and initiatives.
Assist in the setup of projects in NetSuite, ensuring proper documentation and alignment with customer agreements.
Process credit card payments in accordance with company procedures, ensuring timely and accurate transactions.
Process and track vendor purchase orders (POs) to ensure the smooth flow of materials and services.
Reviewing terms and conditions and contracts for MSA’s and NDA’s
Set-up and review projects in NetSuite
Work with customers and seller to receive PO for projects
Responsible for job folder preparation for invoicing
Assist with month-end closing and other administrative tasks, as needed
Prepare invoicing for NetSuite