Sales Department Operations Coordinator

6 days ago

Tulsa, Oklahoma, United States Mobility Works Full time

At Mobility Works, we are seeking a highly skilled Sales Department Operations Coordinator to join our team. In this role, you will be responsible for providing critical support to all departments within the store, encompassing sales, marketing, service, and rentals.

The estimated salary for this position is $65,000 - $85,000 per year, depending on experience and qualifications.

Job Responsibilities:

Prominent Tasks:

  • Assist the Sales and Service teams by handling necessary documentation and ensuring seamless communication among team members.
  • Prepare and process documentation for vehicle deliveries, including state DMV-required paperwork for titling and registration, to ensure timely and efficient delivery of vehicles.
  • Photograph all vehicles and upload images to SalesForce for accurate inventory management.
  • Maintain accurate records of new and used vehicles, facilitating effective inventory control and minimizing losses.
  • Aid in the follow-up of customer service Repair Orders (ROs), including payment and Work in Progress (WIP) updates, to ensure prompt resolution of customer concerns.
  • Support the General Manager in dealership forecasting and budgeting, utilizing analytical skills to inform business decisions.
  • Manage the title process and report title status using MobilityForce, ensuring compliance with regulatory requirements.
  • Process vehicle and warranty registrations, guaranteeing accuracy and timeliness.
  • Respond promptly to BDC leads, distributing them to the sales team as needed and providing backup sales support if required.
  • Be available for BDC Sales calls/appointments during evenings and weekends as required, demonstrating flexibility and commitment to the role.
  • Submit applications for manufacturer incentives and rebates on behalf of the sales team, maximizing revenue opportunities.
  • Obtain finance paperwork and complete RSA and ESC contracts as appropriate, maintaining confidentiality and adhering to regulatory standards.
  • Handle Accounts Receivable duties, including daily deposits for all departments, account reconciliation, collection calls as necessary, and submission of required paperwork to state and federal accounts for payment.
  • Manage monthly petty cash reconciliation, credit card statements, gas log statements, expense reports, and check requests as needed, ensuring fiscal responsibility.
  • Foster and maintain relationships with vendors, customers, and suppliers, promoting a positive reputation for Mobility Works.
  • Be willing to travel to represent the company at trade shows, store openings, and vendor training events as needed, showcasing professionalism and adaptability.
  • Oversee the vehicle rental department, including scheduling rentals, training rental clients in the use of adaptive equipment, preparing contracts, invoicing, and handling all related paperwork monthly.
  • Possess in-depth knowledge of all products and services offered by Mobility Works to assist customers when the General Manager or Certified Sales Consultant is unavailable.
  • Adhere to all company policies and procedures, as well as comply with OSHA, safety regulations, and state-mandated regulations, upholding a culture of integrity and excellence.

Requirements:

Candidates must possess:

  • A High school diploma or GED required; Bachelor's degree preferred.
  • Five years of office management experience, demonstrating expertise in administrative functions.
  • A strong ability to work independently and manage multiple tasks efficiently, ensuring timely completion of responsibilities.
  • Exceptional organizational and leadership skills, facilitating effective collaboration among team members.
  • Excellent verbal, written, and interpersonal communication skills, enabling seamless interaction with colleagues, customers, and vendors.
  • Proven experience working independently with minimal supervision, showcasing autonomy and self-motivation.

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