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Sales Operations Coordinator

2 months ago

Irving, Texas, United States Creative Bus Sales Full time

Sign on Bonus - $1,000

Position Overview: The Sales Operations Coordinator plays a crucial role in managing all facets of vehicle sales transactions, including initiating and updating sales agreements. This position is also tasked with organizing vehicles and overseeing their status in the Unit Inventory system.

Key Responsibilities:

  1. Examine vehicle sales documentation and purchase files submitted by sales personnel to ensure all necessary paperwork is included as per the established checklist.
  2. Facilitate the approval process for these files.
  3. Send vehicle purchase orders to vendors and maintain records in the factory order log.
  4. Receive confirmations of vehicle purchases from vendors, log them, and distribute to the relevant sales personnel.
  5. Review and manage confirmations/change orders approved by sales staff; communicate these to vendors and log accordingly.
  6. Enter outbound factory confirmations (including pricing) using the Tracking System Quick Input Form for Confirmations, based on the provided Order Confirmation/Change Order Form.
  7. Monitor the log for any missing confirmations from vendors or sales staff and follow up as necessary.
  8. Set up vehicles in the computerized tracking system, including assigning unit numbers and inputting specifications based on data forms provided by sales staff.
  9. Create unit files and service files for each vehicle, ensuring proper documentation is relocated and copied as needed.
  10. Process RFIs (Request for Information) and distribute them to the appropriate personnel.
  11. Handle all vendor-related documents concerning unit purchases and MSOs.
  12. Manage customer information and purchase order requests from vendors.
  13. Prepare and review necessary reports, including weekly flooring approval requests, ensuring accuracy before granting approvals.
  14. Develop proposals, bid packages, and related documentation for the school bus sales team.
  15. Assist in processing manufacturer rebates.
  16. Support sales staff in following up on customer orders and deliveries.
  17. Assist with mail, courier services, and reception duties as needed.
  18. Participate in weekly production meetings as required.
  19. Perform other duties as assigned.

Qualifications:

  • High School Diploma or Equivalent.
  • Minimum of 1 year of clerical experience.
  • Excellent oral and written communication skills.
  • Strong customer service abilities.
  • Demonstrated diplomacy and organizational skills.
  • Intermediate proficiency in computer applications, including Microsoft Office Suite (Word, Excel, Outlook, Access) and ACT.

Work Environment:

This role is performed in an office setting, requiring the ability to stand, sit, and move throughout the workspace as necessary.