Vendor Support Coordinator

CRITICAL POWER SOLUTIONS INC•Mandeville, LA

11d•Onsite

About The Position

Critical Power Solutions, Inc. is a team of committed positive and successful individuals who are passionate about helping our customers develop solutions and solve their mission critical challenges. Our goal is to establish long term relationships with both our customers and manufacturers. Our products and services are provided to customers within the Louisiana and Mississippi region, and we provide the highest level of customer service while maintaining our core company principals. As a company we deeply value each of our relationships the customer, the manufacturer and our most important asset, our employees. What sets us apart from the competition is our people. We strive to encompass a staff made of individuals possessing a self-driven need and determination to take charge and make a difference for our customers and manufacturers. Each employee is dedicated to modelling best practices in all areas of our business. In addition, possessing the characteristics of honesty and fair dealings, each employee recognizes and concurs with the following core company principals: Integrity – To be a responsible, trustworthy partner respected by all parties. Respect – To foster positive relationships with our colleagues, clients, and the communities in which we do business. Reliability – To demonstrate the ability to be consistent, trustworthy, and dependable, maintaining credibility and following through on assigned tasks. Our culture as a company provides that although rewards are often measured by profitability, our belief lies in the conviction that as a company we will be rewarded more than adequately by demonstrating individual accountability, with a strong focus on our customers’ needs and best interest. The Vendor Support Coordinator is responsible for providing administrative and customer support throughout the ordering and fulfillment process. This position serves as a liaison between CPS, our customers, and represented manufacturers/vendors to ensure orders are submitted accurately, monitored appropriately, and communicated clearly through delivery. This is a non-sales support position. The primary focus is on order coordination, vendor communication, customer service, order status, shipping and delivery information, pricing and quote support, documentation, and general administrative responsibilities associated with supporting the CPS team and our customers.

Requirements

Organized, detail-oriented, dependable, responsive, and comfortable communicating with both customers and manufacturers/vendors.
Strong follow-up skills are essential.
Ability to manage multiple orders and requests at the same time while maintaining accurate records and ensuring that important details are not overlooked.
Timely and professional communication is critical.
Some experience with electrical engineering whether through their education or hands on experience.

Responsibilities

Submit customer orders to manufacturers/vendors accurately and in a timely manner.
Communicate with manufacturers and vendors regarding order status, availability, pricing, lead times, shipping dates, tracking information, backorders, changes, and other order-related matters.
Follow up regularly with vendors on outstanding orders and ensure updated information is communicated to the appropriate CPS team member and/or customer.
Monitor orders from initial submission through shipment and delivery to help ensure timely completion.
Relay shipping, tracking, delivery, backorder, and other fulfillment information to customers and internal team members.
Serve as a liaison between CPS, customers, and manufacturers/vendors throughout the ordering and fulfillment process.
Assist with obtaining pricing and product information from manufacturers/vendors as requested.
Prepare and issue quotes when needed and follow up on open or outstanding quotes as directed.
Assist the Inside and Outside Sales teams with customer and order-related administrative support.
Answer and handle incoming calls as needed and direct calls to the appropriate team member.
Respond to customer and vendor emails professionally, accurately, and in a timely manner.
Match customer and vendor orders to purchase orders and enter and properly code documentation for timely payment.
Collect, scan, organize, and electronically file receipts and other required documentation.
Maintain accurate electronic records and files related to customers, vendors, orders, invoices, quotes, shipping information, and other company records.
Perform general clerical and administrative duties, including scanning, filing, record keeping, office supply ordering, light stocking, and other duties as assigned.
Learn and properly utilize CPS software systems, including sales/order management and CRM software.
Learn and utilize manufacturer/vendor software and ordering portals as required, particularly systems related to ordering, pricing, shipping, tracking, and payment.
Maintain accurate and timely information within CPS systems.
Assist team members with obtaining product documentation, order information, manufacturer information, and other materials as needed.
Actively communicate with CPS team members, customers, manufacturers, and other business partners to provide professional, efficient, and complete support.
Participate in manufacturer and company training as needed to maintain familiarity with represented product lines, ordering procedures, manufacturer systems, and industry practices.
Maintain general industry and product knowledge through available classes, workshops, manufacturer training, and other educational opportunities.
Assist with planning and attending video conferences as required and represent CPS professionally.
Occasionally travel for company or manufacturer training, meetings, or other business needs. Training-related travel may occasionally require periods of approximately 3–5 days.
Adhere to all company travel and expense guidelines when travel is required, including timely submission of expense reports and receipts.
Maintain a professional business appearance and demeanor whether working in the office, attending a meeting, or representing CPS outside the office.
Review, understand, and adhere to the CPS company handbook and operations manual.
Protect confidential and proprietary information belonging to CPS, its principals, customers, manufacturers, vendors, and team members. Such information must be handled in the strictest confidence and used only for legitimate business purposes.
Communicate openly and honestly with management and team members regarding challenges, opportunities for improvement, order issues, vendor concerns, and other matters affecting the business.
Contribute ideas and suggestions that improve efficiency, customer service, order processing, vendor communication, and overall company operations.
Work cooperatively and respectfully with all CPS team members, customers, manufacturers, vendors, and business partners.
Uphold CPS standards of honesty, integrity, professionalism, and confidentiality at all times.
Perform other administrative and support duties as assigned.