Sales Coordinator/Sales Admin

Classification: Non-Exempt

Reports to: Lead Sales or General Manager

Date: 8.16.2024

JOB DESCRIPTION

Summary/Objective
The Sales Coordinator position acts as a liaison between supplier manufacturers, colleagues, employees and customers to coordinate sales, customer service, and administrative activities to help ensure business success, customer satisfaction and retention.

Essential Functions

Accurately creates quotations for new buses based on required specifications provided by customers or sales representatives.
Works cooperatively with customers or sales representatives to clarify specifications and/or suggest alternatives.
Create specifications when requested for customer to use in a bid or request for proposal process.
Build Thomas Equipment/Specification Quotes and Floorplans.
Work with General/Sales Manager and Sales Reps to determine if to use a stock unit for quotes.
Prepare Customer Proposals.
Complete Bid Specifications.
Submit Completed Bid Requests.
Completed Sales Orders.
Maintains and updates all templates used in creating quotes and orders when manufacturers or dealer changes options or standard equipment.
Generates factory orders from successful quotations by accurately obtaining and recording all necessary information from customer, sales representative, or vendor manufacturers. Reviews orders submitted against factory acknowledgement of order to ensure accuracy.
Submits Bus Orders – both customer builds and PIP stock units.
Complies, analyzes, and submits requests for information within required deadlines. Manages requests for factory change orders, sales allowances, and additional factory concessions.
Completes Change Orders when necessary.
Generates Weekly Order Status Report.
Generates Concession Ad Hoc Reports Monthly.
Apply for and Track Concessions.
Maintains Uncommitted Inventory in Dealer Strategic Plan.
Maintains Electronic Files for all PAB’s.
Communicates timely information to OEM’s, MBS sales representatives, and customers regarding orders containing errors or changes due to incompatibility rules.
Coordinates with parts and service departments to ensure options that are not available from OEM and required to be installed at MBS are completed accurately.
Coordinates with outside vendors to ensure options that are not available from OEM and required to be installed are completed accurately and on time.
Coordinates with drive away company(s) for delivery of units to MBS locations. Consequently, coordinates with drivers when delivering to customer facilities.
Proficient at learning and utilizing industry and/or company specific software. Creates and maintains bus records in Procede.
Enters new/used buses in Procede. Ensures information is in correct standardized format.
Check Daily for Buses Ready at Factory.
Enters information on delivery sheet on the day of sold bus(es) being delivered.
Assigns MBS Stocking #’s.
Creates and maintains the bus electronic files.
Complete the sales order.
Sends sales orders to accounting when invoice needs to be created.
Filing of Acknowledgements, SAR’s, COO’s and Invoices.
Electronically Files Completed Sales/Bid Documents.
Receives signed purchase order documents and check copies.
Prepares Warranty Start Documents.
Apply for bid assistance (GM/Ford) on Type A Minotours.
Work with Daimler representative on their random audits.
Order dealer temp tags as needed.

Competencies
Organizational Skills – ability to multi-task. Attention to details. Shows Initiative. Thoroughness. Strong Time Management skills. Communication Proficiency (written and verbal). Computer and Software Knowledge. Flexible with Responsibilities.

Supervisory Responsibility
The Sales Coordinator has no direct reports, but advises/coaches’ sales representatives and/or customers on the best equipment to meet the needs and wants of the customers.

Work Environment
This position requires use of a computer, copier, scanner, and phone.

Physical Demands
This position requires sitting at a computer for most of the work day.

Position Type/Expected Hours of Work
Full-time Position of 40 hours per week. Typical work hours are Monday through Friday, 8:00 a.m. – 5:00 p.m.

Required Education and Experience
High School Education is required. Highly developed PC skills including, Word, Excel Spreadsheets, Database and Electronic Data, Electronic Mail, Internet, CRM. Excellent Verbal and Written Communication Skills. Experience and Knowledge of the transportation or school bus industry is preferred.

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

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