Sales Coordinator

Hawthorne Cat is a family‑owned company that has led its markets for over 60 years in the sale, rental, and servicing of construction machinery and power generation equipment for industries on which our communities depend like agriculture, construction, marine, and government.

Every member of our team plays a significant role in our success. Hawthorne Cat hires individuals who share our vision of Building Better Communities with our Customers and our values of Passion, Respect, Integrity, Dedication and Excellence (PRIDE).

If you are looking to build your future with an established, thriving company with countless opportunities for growth and advancement, you’ve come to the right place! At Hawthorne Cat, we’re always looking for exceptionally skilled, hardworking individuals interested in contributing to our success and the success of the communities that we serve.

Our people are our most valuable asset. That’s why at Hawthorne Cat we are committed to a comprehensive employee benefit program that helps our employees stay healthy, feel secure, and maintain a work/life balance.

JOB DESCRIPTION

Job Title: Power Systems Sales Coordinator

Reports to: Projects Administrator

FLSA Status: Non-exempt

Division: HPC

Union: ILWU

Locations: Waipahu

POSITION SUMMARY:

Provides clerical support to the Sales and Project Management team: schedules activities, keeps sales records and project information, maintains customer contact & handles some duties of the Project Administrator in their absence.

ESSENTIAL FUNCTIONS:

• Answers phones, route calls, take messages.
• Maintains a high degree of accuracy and professionalism in all correspondence.
• Research & respond to any inquiries regarding sales, bid or product information, shipping status, etc.
• Determines all bidders for bid projects. Maintains up-to-date bidder list for all islands. Ensures quotation materials are sent to appropriate customers and copies filed electronically.
• Prepare quote files and assists in documentation of quotations, checks status of quotations, inquiries about new quotes.
• Assist all department personnel with preparing all sales correspondence such as new orders, project completion letters, bids & quotation documents, parts quotes, freight quotes, purchase orders, etc. in a timely manner.
• Issue purchase orders and obtain vendor order acknowledgements verifying order is acceptable as is (i.e. product information, quantities, price, shipping instructions, shipping dates, etc.).
• Conserves sales staff time by completing required sales documents; following up with customers on the status of signed documents to process orders; quoting small parts; advising customers on the status of shipment schedules; submitting work order requests to service shops with appropriate documents.
• Schedules and tracks shipment of equipment and notifies all parties, provide necessary documentation for shipping, confirm receipt of shipment, submit customer invoicing, etc.
• Updates Equipment Management System with warranty information and Delta reporting in a timely manner.
• Initiates maintenance contract in prime products (DBS) with San Diego /HPC Service Dept. based on warranty start date & prepares completion letter.
• Assist in preparing copies of submittals and manuals for awarded / completed projects as needed.
• Monitoring / maintaining yard inventory, schedules deliveries with customers, coordinates consolidation, report discrepancies to project managers / suppliers.
• Resolves inventory allocations problems by monitoring finished goods; anticipating needs; placing and expediting inventory replenishment; verifying receipt of inventory; maintaining yard inventory with proper tag system; notifying Project Administrator of discrepancies of yards inventory.
• Prepare, file & follow up on all claims; freight, SPAR’s, discounts, engine completion claims, merchandising / policy claims, etc.
• Assist Project Administrator and provide back up in their absence.
• Maintains and orders all literature, promotional and office supply items.
• Process all vendor invoices for payment accurately in workflow; verify pricing with PO / quotes, make sure tax rates are charged correctly, filed electronic copies of invoices in…