Sales Office Coordinator

Description

Job Title:
Sales Office Coordinator

Reports To:
Sales Director Texas & Alberta

Division/Department:
Sales

Level of Work:
Level II

Position Summary: The Sales Office Coordinator provides essential administrative and customer relations support to the Texas and Alberta Sales Director, Sales Managers, and Sales Engineers. This role is crucial for ensuring efficient sales operations, managing customer inquiries, processing orders, and maintaining organized sales records.

Key Results Areas by Level of Work: Level II:
Service – Coordinating “production” with problem solving and prevention

Resource management (material and people)

• Will answer phone calls in a timely manner and be able to communicate professionally with customers.
• Manages office supplies and literature inventory, ensuring adequate stock while minimizing budget.
• Coordinates with temporary agencies for staffing needs during extended absences, including training temporary personnel.
• Manages and organizes business cards and sales leads in the customer database and salesman binders.
• Binders or slide booklets for presentations, shall be generated upon request.

Resource scheduling, output management and reporting

• Processes purchase orders immediately upon receipt via email, fax, or courier.
• Creates and maintains electronic EG files for inquiries and direct purchase orders on the local “T” Drive.
• Handles spare parts inquiries, quotations, status requests, and purchase orders.
• Ensures Graham T&Cs and warranty forms, negotiated customer terms & conditions on file, or master purchase agreements on file are included with Quotations as appropriate.
• Handles small equipment proposals and order entry as needed by salesmen.
• Enters and updates customer correspondence and status in Oracle Cloud (CX) CRM, including project cancellations and order placement dates.
• Generates Monthly/Quarterly Follow-Up Reports from Oracle Cloud (CX) and distributes them to Sales Engineers.
• Manages travel, hotel, and car rental arrangements and reservations upon request.
• Updates account lists and adds new accounts in the Access database, new account journal, and individual salesman account lists.
• Performs standard copying and collating of proposals and documents upon request.
• Dates, signs, and codes bills for Accounts Payable, allowing time for management review and filing paper invoices.

Continuous Improvement

• Identifies and recommends improvements for office processes and supply management.
• Schedules necessary repairs for office equipment.

Equipment & process maintenance

• Maintains the local “T” Drive by e‑filing all correspondence pertaining to specific EG# and/or job # on a regular basis.
• Downloads website inquiries and uploads quotes to the website.
• Scans documents and downloads RFQs and documents as necessary.

Professional Development (self and reports)

• Maintains self‑sufficiency and the ability to make independent decisions on a daily basis.
• Continuously improves communication skills and multitasking ability, especially in customer interface.
• Proactively handles customer expediting request such as delivery status, drawing status, etc. on a routine basis. Will escalate issues to salesmen or engineers when immediate attention is needed.

Qualifications:

To qualify for this position, an individual must possess the knowledge, training, experience and abilities required.

Education and Training

• High school GED.

Experience:

• 5+ years of office administration experience.

Other:

• Must be willing to work overtime as required.
• Minimal travel may be required.

Preferred:

• Good communication skills and multi‑tasking ability as well as customer interface experience.

Skills:

To perform the job successfully, an individual should demonstrate the following competencies: