Administrative Coordinator

Administrative Coordinator

The Administrative Coordinator provides efficient, comprehensive support to both external and internal customers, directly contributing to the growth of the aftermarket parts business. This role works closely with Shipping and Receiving, Purchasing, Sales, Service, and other internal teams to ensure customer inquiries, quotes, orders, and returns are handled accurately, promptly, and professionally. The position requires strong customer focus, attention to detail, and the ability to manage multiple tasks across several software systems in a fast-paced environment.

Responsibilities

• Respond to and triage inbound customer phone calls, ensuring each inquiry is directed and handled appropriately.
• Manage incoming quote requests from customers in full and in a timely manner, providing clear and accurate information.
• Process incoming customer purchase orders end-to-end, ensuring accuracy, efficiency, and adherence to internal procedures.
• Proactively address reasonable customer inquiries in full to reduce repeat handling of the same requests.
• Build rapport and long-term relationships with customers by asking thoughtful questions about current and future business plans to support parts sales growth.
• Offer service-related products such as audits, training, and preventative maintenance agreements to enhance customer value and drive additional revenue.
• Enter new data and update existing records across multiple software systems, including ERP platforms (e.g., Syteline), Salesforce, and Entytle, to maintain consistent and aligned information.
• Learn and apply basic technical information across product lines to troubleshoot fundamental customer questions and provide accurate guidance.
• Engage service technicians and other technical resources when addressing complex customer inquiries that require specialized expertise.
• Serve as a knowledgeable resource for external customer questions, referring calls or emails to appropriate cross-functional areas when necessary.
• Support internal cross-functional departments, including Shipping and Receiving, Purchasing, Sales, and Service, to ensure customers receive coordinated and effective service.
• Process Return Material Authorizations (RMAs) completely and in a timely manner, coordinating closely with the Receiving department and the customer to ensure returns are handled correctly.
• Provide administrative support for sales activities, including sales support tasks, ticket resolution, and escalation of sales-related issues when appropriate.
• Deliver internal and external customer support that reflects a strong customer-focused mindset and a commitment to high-quality service.
• Utilize Outlook and other communication tools to manage correspondence, schedule follow-ups, and maintain organized records of customer interactions.

Essential Skills

• Demonstrated administrative support experience, including managing quotes, purchase orders, and customer documentation.
• Strong customer service skills with a customer-focused mindset and the ability to build rapport and maintain professional relationships.
• Proficiency in data entry with high attention to detail and accuracy across multiple systems.
• Experience providing sales support, including handling sales-related inquiries, ticket resolution, and sales escalation.
• Excellent written and oral communication skills for interacting with customers and internal teams.
• Ability to serve internal and external customers effectively, providing timely and complete responses to inquiries.
• Computer proficiency, including MS Word and Excel, and experience working with Salesforce and ERP systems.
• Ability to multi-task in a fast-paced environment while maintaining quality and accuracy.
• Strong critical thinking and problem-solving skills to address customer issues and process challenges.
• Detail-oriented approach to managing information, documentation, and customer records.

Additional Skills & Qualifications

• Experience interpreting technical drawings, part drawings, and subassembly documentation is a plus.
• Knowledge of machines and machine components is beneficial.
• Prior experience in a manufacturing environment is preferred.
• Technical aptitude and interest in learning product-related technical information are preferred.
• Bilingual Spanish-English skills are a plus.
• A degree is preferred, particularly in a field that supports administrative, technical, or business functions.

Work Environment

This is an in-office role, working five days per week on site in a collaborative environment. The position involves close interaction with administrative support, sales, IT, and other cross-functional teams, requiring frequent communication and coordination across departments. The work setting is fast-paced and focused on supporting aftermarket parts and service activities, with regular use of technologies such as ERP systems (e.g., Syteline), Salesforce, Entytle, MS Word, Excel, and Outlook.

The environment emphasizes teamwork, customer focus, and continuous support of equipment lifecycle…