Sales Coordinator

Fairchild Equipment
- Bloomington
2000 W 94th St
Bloomington, MN 55431, USA

The Sales Coordinator provides administrative and operational support to the sales team and manages the equipment sales process from quote and order entry through equipment preparation, delivery, invoicing, and final closeout. This position coordinates with sales representatives, customers, dealers, vendors, manufacturers, service departments, freight carriers, and Accounting to ensure orders are accurate, properly documented, delivered on time, and billed correctly. This is afull-time hourly position.

The Sales Coordinator is part of a centralized Sales Office support structure. Standard operating procedures (SOPs), job guidance, training, process direction, and leadership will be provided by the Sales Office Supervisor located at our Bloomington, MN Branch. The Sales Coordinator is expected to follow established company procedures, participate in required training, and communicate with the Corporate Sales Office Supervisors regarding questions, process issues, and operational needs.

• Receive quote requests, prepare quotes in Salesforce, and assist sales representatives with pricing, equipment availability, and lease buyouts.
• Create and maintain organized sales, quote, order, and equipment files in SharePoint and other company systems.
• Receive and process customer purchase orders and enter, acknowledge, and track orders in company systems, including Salesforce, MRS, NOVO, Hyster-Yale portals, and related systems.
• Create Equipment Sales Agreements (ESAs), Equipment Purchase Orders (EPOs), and other documents required to process customer orders.
• Order equipment, attachments, and related items from manufacturers and vendors and monitor orders through completion.
• Track open orders, equipment availability, estimated completion dates, and delivery status using booking sheets, backlog reports, and company systems.
• Provide timely updates and respond to ETA and order-status requests from sales representatives, dealers, customers, and internal departments.
• Coordinate equipment shipments and deliveries with dealers, vendors, freight carriers, and customers, including preparing ship-in letters, purchase orders, and Bills of Lading.
• Coordinate equipment transfers, customer pickups, trade-ins, demos, off-lease equipment, rental‑to‑sales transfers, wholesale transactions, and other equipment movements.
• Review incoming equipment and communicate required tagging, marking, and preparation instructions to warehouse and dock personnel.
• Create and track service work orders, provide prep instructions, and coordinate with service departments to ensure equipment is prepared for delivery.
• Order data tags, capacity tags, stickers, manuals, and other equipment‑related materials as needed.
• Receive, review, and match vendor invoices to purchase orders and resolve discrepancies with vendors, carriers, and internal departments.
• Process customer and vendor invoices, finalize ESAs, maintain billing records, and ensure orders are properly closed and billed.
• Close COSA lines and investigate discrepancies that prevent orders from being finalized.
• Work with Accounts Payable and Accounts Receivable on customer and vendor setup, payments, down payments, installment transactions, and invoice processing.
• Complete and submit lease documents and coordinate lease buyouts and off‑lease equipment transactions.
• Create, submit, and track Guaranteed Maintenance agreements and related commissions and installations.
• Maintain accurate equipment inventory records, including units added, sold, transferred, reserved, consigned, or otherwise changing status or location.
• Coordinate website inventory updates by providing equipment…