Equipment Sales Coordinator

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H.O. Penn Machinery
Equipment Sales Coordinator
Poughkeepsie, NY

Pay: $24-$27/hour (dependent on experience)

Bonus Potential: 5%

Benefits:

• Medical/dental/vision insurance
• 401(k) with company match
• Paid time off and company holidays
• Company-provided laptop

Qualifications

• Minimum of 3 years of administrative or coordination experience
  • Equipment sales
  • Transportation/logistics
  • OR a related corporate operations environment
• Proven experience supporting sales teams and managing high-volume documentation
• Advanced Microsoft Excel skills (tracking, reporting, reconciliation)
• Strong ability to learn new systems and proprietary software quickly
• Exceptional attention to detail and accuracy in data entry and compliance documentation
• Excellent written and verbal communication skills, with the ability to collaborate across departments, vendors, OEMs, and third-party partners

About the Role

We are seeking a highly organized and detail-oriented Equipment Sales Coordinator to support our Corporate Sales team and manage critical equipment tracking, documentation, and logistics coordination. This Poughkeepsie, NY based role is ideal for someone who thrives in a fast-paced, high-volume environment and enjoys working cross-functionally with multiple teams.

Key Responsibilities:

Equipment & Attachment Coordination

• Track and coordinate all equipment and attachment activity
• Review, sort, and distribute daily activity reports for machines and attachments
• Create and maintain identification numbers for attachments on new and fleet equipment
• Place orders for parts and attachments as requested
• Process equipment sales from the rental fleet

Logistics & Transportation

• Coordinate and track equipment movement from factory/dealers to branch locations
• Arrange transportation to support inventory needs across locations
• Notify service departments of incoming equipment and provide required specifications
• Collect documentation and submit damage claims as needed

Vehicle & Compliance Documentation

• Research and compile documentation for equipment and trailer registration
• Ensure accuracy and consistency in all motor vehicle paperwork
• Prepare required documents for sales and rental registrations
• Track and manage license plate surrender for sold equipment
• Process annual renewals for rental fleet inventory and maintain records

Sales & Administrative Support

• Support Corporate Sales with accurate and timely administrative assistance
• Calculate and track monthly commissions for Machine Sales Representatives
• Access manufacturer systems to retrieve and file certificates of origin
• Process merchandising claims through third-party systems
• Handle paperwork for approved dealer transfers

Qualifications

• Minimum of 3 years of administrative or coordination experience
  • Equipment sales
  • Transportation/logistics
  • OR a related corporate operations environment
• Proven experience supporting sales teams and managing high-volume documentation
• Advanced Microsoft Excel skills (tracking, reporting, reconciliation)
• Strong ability to learn new systems and proprietary software quickly
• Exceptional attention to detail and accuracy in data entry and compliance documentation
• Excellent written and verbal communication skills, with the ability to collaborate across departments, vendors, OEMs, and third-party partners

Why Join Us?

This is an opportunity to play a key role in a dynamic operations environment where your organizational skills and attention to detail directly impact business success. You'll work alongside experienced professionals and gain exposure to equipment operations, logistics, and corporate sales functions.

Physical Requirements:

• Standing and/or sitting for prolonged periods of time
• Hand coordination for typing, writing, and computer use
• Occasional forward bending and reaching
• Occasional walking and climbing stairs
• Carrying (up to 20lbs.)

Reasonable accommodations made as needed.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, national origin, ancestry, age, marital status, citizenship, sexual orientation, gender or gender status, disability, genetic information, otherwise qualified disabled or veteran status, or any other protected class as designated by Federal, State and/or local law.