Sales Office Coordinator

Division/Department: Sales

Level of Work: Level II

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 ensures efficient sales operations by managing customer inquiries, processing orders, and maintaining organized sales records.

• Answer phone calls promptly and communicate professionally with customers.
• Maintain office supplies and literature inventory while minimizing budget impact.
• Coordinate with temporary agencies for staffing needs during extended absences and provide training to temporary personnel.
• Manage business cards, sales leads, and salesmen binders; generate binders or slide booklets for presentations upon request.
• Process purchase orders immediately upon receipt via email, fax, or courier.
• Create and maintain electronic EG files for inquiries and direct purchase orders on the local “T” Drive.
• Handle spare parts inquiries, quotations, status requests, and purchase orders, ensuring Graham T&Cs and warranty forms, negotiated customer terms, and master purchase agreements are included with quotations as appropriate.
• Enter and update customer correspondence and status in Oracle Cloud (CX) CRM, including project cancellations and order placement dates.
• Generate and distribute Monthly/Quarterly Follow‑Up Reports from Oracle Cloud (CX) to Sales Engineers.
• Manage travel, hotel, and car rental arrangements and reservations on request.
• Update account lists, add new accounts in the Access database, new account journal, and individual salesman account lists.
• Perform standard copying and collating of proposals and documents upon request.
• Date, sign, and code bills for Accounts Payable, ensuring time for management review and filing paper invoices.
• Identify and recommend improvements for office processes and supply management.
• Schedule necessary repairs for office equipment.
• Maintain the local “T” Drive by e‑filing all correspondence pertaining to specific EG# or job # on a regular basis.
• Download website inquiries and upload quotes to the website; scan documents and download RFQs and documents as necessary.
• Maintain self‑sufficiency and independent decision‑making on a daily basis.
• Continuously improve communication skills and multitasking ability, especially in customer interface.
• Proactively handle customer expediting requests (delivery status, drawing status, etc.) on a routine basis; elevate issues to salesmen or engineers when immediate attention is required.

• High school GED.
• 5+ years of office administration experience.
• Must be willing to work overtime as required; minimal travel may be required.
• Good communication skills and multitasking ability with customer interface experience.
• Proficiency in MS Office applications, spreadsheet, enterprise resource planning, database, and specialized application software.
• Strong written and verbal communication skills.
• Strong organization, time management, and high attention to detail.
• Ability to plan and implement objectives within established timelines and schedules.
• Independent, self‑starter disposition; motivated to work with minimal direction and within a team‑oriented culture.
• Polite and professional communication via phone, e‑mail, and mail; maintain strict confidentiality regarding company matters.
• Responsibility for own actions, keeping commitments, and notifying appropriate persons with alternate plans when necessary.
• Collaborative relationship with internal and external stakeholders; maintain confidentiality and ability to independently acquire and apply new knowledge.
• Technical aptitude and current technical knowledge relevant to the position; seeking continuous cross‑training and…