Sales Coordinator

Introduction

At Dobbs Truck Group, a part of our mission is to create relationships and a healthy work environment for our employees. We are always looking for qualified, customer-oriented individuals at Dobbs Truck Group.

The Dobbs Truck Group is a growth company that successfully expands our operations and customer base through a high-quality team of employees.

Dobbs Truck Group operates 25 commercial truck dealerships through two operating companies – Dobbs Peterbilt and Western Truck Center. These dealerships represent some of the best commercial truck brands including Peterbilt, Volvo, Mack, Autocar, and Hino and include locations in Arkansas, California, Louisiana, Mississippi, Oregon, Tennessee, and Washington.

We offer a competitive benefits package including medical, dental, vision, long-term disability, life insurance, and 401(k), as well as paid vacation and sick leave. Our Company is looking for long-term employees that we can invest in and grow with as we pursue our mission of being the premier commercial truck dealer group.

This position is responsible for taking ownership of the truck sales process to ensure high customer satisfaction, compliance with applicable laws and regulations, and timely and accurate reporting for management. This position serves as a critical liaison between sales representatives, customers, manufacturers, finance partners, and internal departments to ensure that commercial truck transactions are completed accurately, efficiently, and in accordance with company policies and procedures.

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Take ownership of the truck sales process to ensure sales representatives are following established company policies and procedures.
• Coordinate and monitor all aspects of truck sales transactions from order placement through vehicle delivery.
• Relay production information between manufacturers/factories and sales teams to ensure timely communication and order updates.
• Utilize project management tools to ensure accuracy, accountability, and timely completion of each deal.
• Assist with submissions to manufacturers and track the status of credits, incentives, and reimbursements.
• Prepare vehicle purchase requests for management approval.
• Issue local purchase orders for new and used truck inventory as authorized by management.

• Organize and maintain physical and electronic master truck files to ensure completeness, accuracy, and audit readiness.
• Produce all delivery paperwork for new and used truck sales within assigned regions or for designated sales representatives.
• Attach and maintain all required customer documentation, including:
  • Signed Specifications
  • Purchase Orders
  • Deposits
  • Licensing Documentation
  • Registration Forms
• Reconcile deal files to ensure all costs are properly captured and tracked for each sale.
• Submit warranty registrations on all applicable new and used vehicle sales.

• Calculate and apply Federal Excise Tax (FET) requirements for each transaction.
• Identify and calculate applicable state and local sales taxes and determine supporting documentation requirements.
• Perform vehicle licensing and title services across multiple states in compliance with regulatory requirements.
• Ensure sales transactions comply with company policies, federal regulations, state regulations, and industry requirements.
• Acquire and maintain a registered Public Notary license.

• Stock in new and used vehicle inventory.
• Maintain real-time inventory records and update vehicle locations as assets move between facilities or customers.
• Assist with company asset tracking and movement activities.
• Produce truck inventory reports and ensure inventory accuracy.
• Support monthly flooring audits with OEM and banking representatives.

• Provide exceptional service to customers, sales representatives, manufacturers, and internal stakeholders.
• Coordinate communication across departments to ensure seamless customer experience.
• Respond promptly to requests for information regarding deal status, delivery timelines, documentation, and vehicle availability.
• Support continuous improvement efforts related to sales processes, reporting, and operational efficiencies.

• 3 years of office administration or related experience.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Ability to maintain accurate records and documentation.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team.

• Associate degree.
• Minimum of 2 years of accounting experience.
• Minimum of 2 years of retail or…