Sales Coordinator

Job Title:

Sales Coordinator | Richmond VA | On-site Mon-Fri | $24-$26/hr | 6 Month Contract-to-Hire

Job Description

This role focuses on managing the full spare parts order fulfillment process for an OEM manufacturing environment, ensuring accurate order entry in ERP systems, timely coordination with logistics and warehouse teams, and exceptional customer communication. The position requires strong attention to detail, a high level of organization, and the ability to work in a fast-paced environment, especially during morning hours when collaborating with an international team.

Responsibilities

+ Manage the end-to-end fulfillment process for customer sales orders, from order receipt to shipment, ensuring accuracy and completeness at every step.

+ Enter customer orders into the SAP or ERP system, verifying that quantities, pricing, and terms are correct before processing.

+ Prioritize and process urgent spare parts orders in coordination with the international team, particularly during morning hours, to meet time-sensitive customer needs.

+ Handle non-urgent spare parts orders, customer reports, and follow-up tasks in the afternoon, maintaining consistent service levels throughout the day.

+ Coordinate closely with logistics and warehouse teams to ensure timely picking, packing, and shipping of spare parts orders.

+ Manage order information and status updates, ensuring all relevant stakeholders are informed of changes, delays, or special requirements.

+ Analyze the nature of customer requests and determine the appropriate actions, involving relevant business areas such as purchasing, sales, project management, and warehouse as needed.

+ Communicate with customers via phone and email to provide order status updates, clarify requirements, and resolve inquiries in a professional and timely manner.

+ Build and maintain long-term relationships with customers by providing reliable, customer-focused service and consistent follow-through.

+ Collaborate internally with local and international teams to support customer needs, align on priorities, and ensure a seamless customer experience.

+ Handle the process of customer complaints related to noncompliance or issues with spare parts, involving appropriate internal departments to investigate and resolve problems.

+ Monitor the number, nature, and outcomes of complaints, ensuring they are documented, tracked, and followed through to resolution.

+ Monitor the overall performance of the spare parts function for assigned customers and geographic areas, focusing on volumes, service levels, and order processing time.

+ Identify potential problems in order fulfillment, service levels, or processes and propose corrective actions to improve efficiency and customer satisfaction.

+ Perform routine clerical duties, including data entry, answering emails, and assisting customers with general inquiries.

+ Prepare and reconcile all cycle count processes and perform complete inventory checks of stock and supplies to support accurate inventory management.

+ Support shipping and receiving activities by coordinating with warehouse and logistics teams to ensure accurate documentation and timely movement of goods.

+ Assist with miscellaneous job-related duties as assigned to support the broader after-sales, parts, and service operations.

Essential Skills

+ 1-2 years of OEM customer service experience in a manufacturing, blue-collar, logistics, or distribution environment.

+ Hands-on experience with ERP systems; familiarity with SAP is beneficial but not required.

+ Proficiency with Microsoft Office applications, including email, spreadsheets, and documents, to manage orders, reports, and communications.

+ Experience in customer service with a strong customer service-oriented mindset and the ability to handle inquiries and issues professionally.

+ Background in order entry and order management, including order processing and order support activities.

+ Experience working with warehouse inventory, inventory checks, and basic supply chain or logistics processes.

+ Ability to coordinate shipping and receiving activities in collaboration with warehouse and logistics teams.

+ Strong data entry skills with extreme attention to detail and accuracy in all documentation and system entries.

+ Excellent organizational skills with the ability to manage multiple tasks, priorities, and deadlines in a fast-paced environment.

+ Solid written communication skills for clear and professional email correspondence with customers and internal teams.

+ Strong interpersonal and verbal communication skills for frequent interaction with customers, purchasing, sales, project management, and warehouse teams.

+ Ability to perform routine clerical duties, including data entry, email management, and customer assistance.

+ Capability to monitor performance metrics such as service levels and order processing times and to identify potential issues.

+ Comfort working in a structured, process-driven environment with a focus on accuracy, timeliness, and…