Administrative Coordinator, Sales

Position: ADMINISTRATIVE COORDINATOR, SALES
Description

Are you proactive, organized, and a strong communicator? Do you excel at understanding and responding to customer and visitor needs efficiently? Are you comfortable managing multiple tasks at once, such as scheduling meetings, handling data entry, and coordinating between sales and marketing teams? Do you find it easy to influence and motivate teams to collaborate effectively, ensuring projects run smoothly? At times, do you prefer to think out loud when brainstorming, while at other times, you prefer to work independently to solve problems?

When working at a fast pace, do you recognize when it's time to pause and reassess to ensure quality and collaboration aren't compromised?

If you're an optimist who is happiest when you're in an environment where you get to interact with others and help solve their problems, then we need to talk...

Frazer, a leading builder of emergency medical vehicles, is currently seeking an Administrative Coordinator, Sales to join our team. The Administrative Coordinator, Sales at Frazer will report to the Sales Operations Manager and have a dotted line of responsibility to the VP of Business Development and the Marketing Manager. The primary objective of this position is to provide essential administrative support and coordination to facilitate the daily operations of the entire sales and marketing team.

This position is expected to actively live out Frazer Core Values while working with Frazer employees, vendors, and customers to help achieve team, department, and corporate goals. Responsible for learning and reinforcing safe and proper work procedures while actively following Frazer Safety programs and other policies outlined in the Employee Handbook.

What Does a Week in the Life of the Administrative Coordinator, Sales Look Like?

Provides comprehensive administrative support for members of both the sales and marketing teams.

Serves as the gatekeeper, ensuring that customers and visitors are welcomed and directed appropriately and inquiries are addressed promptly.

Oversees dedicated conference room scheduling, readiness, and supplies.

Acts as a point of contact for department activities and ensures a secure and organized office environment.

Handles UPS sales account activities, including label generation and document tracking.

Administers Sharpspring leads, distributes weekly customer experience survey emails, and assists with various sales-related tasks.

Performs data entry, and utilizes Syteline lookup for information retrieval.

Maintains and updates data analysis spreadsheets and customer management databases.

Records and reports AMD data, manages shipments, and maintains analytics for marketing.

Assists in creating internal and external reports and presentations.

Responsible for scheduling department meetings and preparing materials as needed.

Maintains directories for dealer partners, chassis dealers, vendors, sales and marketing teams.

Assists in scheduling customer meetings on-site and off-site in coordination with the sales and marketing teams.

Manages license applications, tracking, and renewals across states of operation.

Assists salesperson(s) and manager(s) in preparing and submitting bids.

Fosters collaboration between sales and marketing teams for seamless coordination on shared projects.

Maintains shared drive(s) organization.

Undertakes diverse tasks and projects as assigned, showcasing flexibility and adaptability to support the dynamic needs of both departments.

Other Duties:

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee in this role. Duties, responsibilities and activities may change at any time with or without notice.

Competencies:

• Ability to clearly and effectively communicate with customers, team members, and visitors, ensuring inquiries are handled promptly and professionally.
• Ability to juggle multiple tasks like scheduling meetings, managing conference rooms, and maintaining directories.
• Ability to be flexible and willing to take on diverse tasks.
• Ability to build positive relationships and promote seamless communication to ensure shared projects run smoothly.
• Ability to maintain a high level of attention to detail, ensuring accuracy in data entry, managing license applications, tracking renewals, and organizing reports.
• Ability to think critically and solve problems, whether it's organizing a shared drive, coordinating a complex customer meeting, or handling logistical issues with licenses or reports, is a vital competency.
• Self-motivated, able to manage their own work, and stay focused even in busy situations.

Required

Education and Experience:

• High School Diploma or equivalent with administrative/operational support preferably in manufacturing operations or office environment
• Good knowledge of general/standard administrative/manufacturing operations procedures and methods to successfully complete the duties of the job preferred
• 3-5 years experience…