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Sales Coordinator

4 months ago

Orlando, United States ACF Ltd Full time
Job Description
Job Summary

The Sales Coordinator organizes activities, resources, equipment and information for a given project. This position will ensure strong quality control throughout the project life cycle, working with the sales and service departments along with the client to meet project scope, goals, deliverables, resources, and timing. The position includes sales support from time of inquiry to delivery of product which requires parts research, quoting, customer order confirmation, pricing, order processing, vendor sourcing, order tracking & expediting, invoicing, and problem solving.

Essential Job Functions

- Review incoming orders for accuracy, enter orders into ACF's business operating system

- Create, organize and maintain comprehensive project documentation

- Update Sales Order status sheet and keep updated with dates and other essential information

- Send Acknowledgements to clients, issue POs to vendors

- Assist with submittal preparation

- Act as a liaison between the project team, including outside vendors, and customers throughout the project life cycle

- Provide necessary Notice to Owner information to accounting

- Communicate Ship dates and coordinate deliveries with customers

- Track and analyze project performance, cost performance, and project schedule. Report to management on the changes to project scope, schedule, and costs, being able to suggest the improvements to all the above.

- Ensure that the project deliverables are on time, within budget and at the required level of quality

- Receive vendor invoices and prepare invoices to customers

- Coordinate the startup process with ACF's service department

- Prepare and send all Project close-out documentation to client

- Field incoming sales department calls, assist with requests where applicable and communicate information to appropriate sales engineer/sales manager

Additional Job Functions

- Support the sales department to meet business needs (e.g. absence coverage, etc.)

- As the person becomes more experienced, provide more technical assistance through the sales inquiry to the order processing, such as preparing submittals, reviewing submittal comments, assisting the installer with wiring/installation questions

- Manage sales department inventory as needed

- Assist with special projects

- Evaluate and reestablish yearly work goals

Experience and Skills
Required Knowledge, Skills and Abilities (including physical and work environment)

- Knowledge of project management methodologies

- Demonstrated technical aptitude - ability to learn, with proper training, to understand specifications, wiring diagrams, electrical one-line diagrams, general emergency power systems application and operation

- Proficiency in the use of computers for: MS Office products, email, internet, basic accounting, business systems and portals such as GenServ or GenConnect, project management software (i.e., Gantt charts)

- Demonstrated ability to manage multiple projects and meet customer initiated deadlines

- Experience creating Scope of Work (SOW) documents and translate requirements into tasks

- Communicate effectively: speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques

- Foster teamwork: work cooperatively and effectively with others (internal and external) to set goals, resolve problems, and make decisions that enhance organizational effectiveness

- Organize: set priorities, develop a work schedule, monitor progress towards goals, and track information and activities.

- Excellent organizational skills including attention to detail and accuracy

- Solve problems: assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem

- Ability to work independently on assigned tasks as well as accept direction from Management

- Work environment requires exposure to computer screen, typing/mouse usage, climbing, and extended periods of sedentary work

- Ability to lift materials up to 10 pounds

Minimum Job Qualifications (education, work experience, licenses/certifications)

- Associate's Degree in a related subject and 1-2 years' project planning or coordination experience or an equivalent combination of education and experience.