Part Sales Coordinator, Melrose Park, IL

Position Summary

• Enhance the customer experience by providing accurate information, timely communication, and coordinated support across all stages of the quoting and order fulfillment process.
• Ensures customer satisfaction and drives account success through disciplined execution, cross-functional collaboration, and proactive issue resolution.
• Contributes to achieving departmental KPIs through precision, responsiveness, and collaboration.
• Uphold company standards for quality and customer satisfaction.

The Parts Sales Coordinator (PSC) serves as a critical link between customers and internal teams, supporting the full lifecycle of parts quotations, orders, and post-delivery follow-up. This role is responsible for reviewing customer data, maintaining accurate records in the ERP system, resolving issues, and ensuring smooth coordination with Production, Engineering, Quality, Shipping, Estimating, Scheduling, and Accounting. The PSC tracks progress on open orders and ensures that all required documentation, updates, and acknowledgements are delivered promptly and professionally.

The ideal candidate thrives in a fast-paced environment, has exceptional attention to detail, and takes ownership of ensuring customers receive the highest level of support throughout the order process.

• Handle inbound inquiries regarding order status, shipping timelines, invoices, and product availability.
• Manage RMAs and customer complaints with professionalism and urgency.
• Clarify concerns to determine the best solution and elevate complex issues to the Parts Sales Manager when needed.
• Track shipments and work with logistics partners to resolve delays.
• Follow up on open issues to ensure complete resolution and customer satisfaction.
• Collect and relay customer feedback to internal teams to support continuous improvement.
• Send customer quotes as needed.
• Participate in daily Order Review Meetings to confirm order acceptance and communicate required PO corrections to customers.
• Send Sales Order Acknowledgements and maintain customer portals (Source Day, ETQ, Ariba, etc.).
• Maintain accurate customer records, documents, and communications in the ERP system.
• Communicate with Production, Engineering, Quality, Shipping, Estimating, Accounting, and Scheduling to support order execution.
• Coordinate customer requests for engineering drawings, samples, certifications, datasheets, and compliance documents.
• Attend daily Production Meetings to gather delivery updates, discuss risks, and distribute notes to the PSC team.
• Support internal teams by providing customer insights, documentation, and information required to complete orders on time.
• Maintain accurate logs of customer communication and order activity within the ERP system.
• Track open orders and delivery schedules; provide customers with updates or formal Open Order Reports when requested.
• Ensure customer platforms and portals are kept updated with order status, acknowledgements, and required documentation.
• Works collaboratively with Account Managers and internal teams to achieve shared goals.
• Actively participates in meetings, shares insights, and supports the broader sales and operational teams.
• Contributes to team success by assisting with special tasks and departmental initiatives when needed.

• Minimizes errors that lead to rework, order delays, or customer dissatisfaction.
• Responds to customer inquiries and internal requests within established response-time expectations.
• Communicates clearly, professionally, and proactively across all departments.
• Delivers timely and accurate updates to customers regarding order status, delivery schedules, and required documentation.
• Meets expected daily/weekly targets for quotes and orders, including the number of lines entered and total revenue, and follow-ups.
• Demonstrates strong ability to identify issues, determine root cause, and recommend solutions.
• Shows sound judgment when determining when to elevate issues to the Parts Sales Manager.

• High School Diploma or equivalent; certificate or degree in business, operations, or related field preferred.
• 2+ years of experience in customer service, sales coordination, order management, or a related role (manufacturing strongly preferred).
• Strong attention to detail and accuracy; ability to manage multiple projects simultaneously.
• Proficient in Microsoft Office (Outlook, Teams, Excel, Word, PowerPoint).
• Experience working in ERP and CRM systems.
• Excellent written and verbal communication skills.
• Strong organizational skills and the ability to manage multiple priorities.
• Ability to collaborate effectively across departments.