Sales Admin Coordinator at Gregory Poole Equipment Company in Hanahan, South Carolina

Job Description:

Sales Admin Coordinator

1002 Bankton Cir, Hanahan, SC 29410, USA Req #1187

Thursday, April 18, 2024

PRIMARY FUNCTION:

Provides various support activities for the Industrial Sales Department, including, but not limited to ordering and inventorying lift trucks and miscellaneous attachments, prepares customer invoices for billing, customer sales coordination, accounting functions, purchasing, and various administrative office activities including phone coverage for the department.

ESSENTIAL DUTIES:

EQUIPMENT

• Orders lift trucks and various miscellaneous attachments for customers and stock.
• Checks accuracy of salesperson's worksheets, factory acknowledgements, and miscellaneous order requests.
• Prepares weekly updates of available equipment inventory lists and maintains proper inventory levels.
• Enters equipment orders on Gregory Poole system and maintains equipment database.
• Contacts other dealers and factory coordinators to procure equipment.
• Coordinates with service managers at all branches for the preparation of equipment to insure timely delivery to customers and to verify accuracy of work orders.

ACCOUNTING

• Verifies and approves vendor invoices for accuracy.
• Requests credits from factory.
• Reviews documentation on all sales prior to invoicing customers to insure correctness of invoices, credits, and that all required information is submitted.
• Issues purchase orders.
• Maintain cost on Machines and attachments

SALES COORDINATION

• Work closely with salesperson to insure accuracy of orders and keep them informed of status of their orders.
• Maintain communication with customers as to the status of their orders.
• Contact other dealers for the procurement of equipment, share ideas, and form a dealer "network" to buy and trade equipment.
• Orders items in SMO Catalog

REPORTS

• Maintain inventory lists for salesperson on equipment availability.
• Receives Wanter Reports and forwards all Wanters to appropriate salesperson & sales manager
• Receives Hyster-Yale reports monthly-Transfer to L: drive and advises sales manager.

MISCELLANEOUS ASSIGNMENTS

• Perform various office functions such as mail distribution, copying, faxing, issuing purchase orders
• Maintains and orders literature.
• PBX backup on an as needed basis.

WORK ASSIGNMENTS

Work is mainly determined by salesperson's activities and at discretion of sales manager and sales administration supervisor. Some sales department procedures are in place which determine workload and priority.

REVIEW AND APPROVAL

Work is reviewed by sales administration manager.

WORKING RELATIONSHIPS

Within Company

• Parts Department - order parts for lift trucks.
• Service Department - discuss modifications to be performed on equipment prior to delivery.
• Credit Department - Request information on a customer's account and provide information to them as needed.
• Accounting Department - Discuss any accounts payable concerns or questions, check requests, code and process vendor invoices in a timely manner.
• Upper Management - Maintain professional relationship.
• Warranty - Ensure delivery reports are completed properly and returned in a timely manner; extended warranty forms are completed and submitted for coverage.
• Salesperson and Other Sales Department Employees - Maintain close working relationships.

Outside Company

• Customers
• Vendors
• Sales representatives
• Factory personnel

MINIMUM EXPERIENCE

Four-year degree in Business or related field with 6 months specific work experience OR two-year degree in Business or related field with 2 years specific experience OR high school diploma with 4 years specific work experience.

WORK EXPERIENCE

• Above specifically related work experience should include experience with inventory control/ordering, customer service, accounting practices, sales commissions and computer data processing/administration
• Requires familiarity with Microsoft Office including proficiency with Excel and working knowledge of Word. Prefer exposure to a mainframe environment.
• Must be able to handle many duties at once, communicate with and relate to people on all levels, solve problems and maintain good customer relationships.

PHYSICAL

Ability to sit for long periods of time and handle stress and high pressure daily.

This job description is not intended to be all-inclusive. Your supervisor may request and assign you similar duties. Any major modification of this job role requires Human Resources approval.

Gregory Poole Equipment Company is an Equal Opportunity/Affirmative Action employer and will consider all qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.

Other details

• Pay Type Hourly
• Required Education Associate Degree

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initStaticMap(true); PRIMARY FUNCTION:\nProvides various support activities for the Industrial Sales Department, including, but not limited to ordering and inventorying lift trucks and miscellaneous attachments, prepares customer invoices for billing, customer sales coordination, accounting functions, purchasing, and various administrative office activities including phone coverage for the department.\n \nESSENTIAL DUTIES:\n \nEQUIPMENT\n\nOrders lift trucks and various miscellaneous attachments for customers and stock.\nChecks accuracy of salesperson's worksheets, factory acknowledgements, and miscellaneous order requests.\nPrepares weekly updates of available equipment inventory lists and maintains proper inventory levels.\nEnters equipment orders on Gregory Poole system and maintains equipment database.\nContacts other dealers and factory coordinators to procure equipment.\nCoordinates with service managers at all branches for the preparation of equipment to insure timely delivery to customers and to verify accuracy of work orders.\n\nACCOUNTING\n\nVerifies and approves vendor invoices for accuracy.\nRequests credits from factory.\nReviews documentation on all sales prior to invoicing customers to insure correctness of invoices, credits, and that all required information is submitted.\nIssues purchase orders.\nMaintain cost on Machines and attachments\n\n \nSALES COORDINATION\n\nWork closely with salesperson to insure accuracy of orders and keep them informed of status of their orders.\nMaintain communication with customers as to the status of their orders.\nContact other dealers for the procurement of equipment, share ideas, and form a dealer \"network\" to buy and trade equipment.\nOrders items in SMO Catalog\n\n \n REPORTS\n\nMaintain inventory lists for salesperson on equipment availability.\nReceives Wanter Reports and forwards all Wanters to appropriate salesperson & sales manager \nReceives Hyster-Yale reports monthly-Transfer to L: drive and advises sales manager.\n\nMISCELLANEOUS ASSIGNMENTS\n \n\nPerform various office functions such as mail distribution, copying, faxing, issuing purchase orders\nMaintains and orders literature.\nPBX backup on an as needed basis.\n\n \n \nWORK ASSIGNMENTS \nWork is mainly determined by salesperson's activities and at discretion of sales manager and sales administration supervisor. Some sales department procedures are in place which determine workload and priority.\n \n \nREVIEW AND APPROVAL\nWork is reviewed by sales administration manager. \n \nWORKING RELATIONSHIPS\n \nWithin Company\n \n\nParts Department - order parts for lift trucks.\nService Department - discuss modifications to be performed on equipment prior to delivery.\nCredit Department - Request information on a customer's account and provide information to them as needed.\nAccounting Department - Discuss any accounts payable concerns or questions, check requests, code and process vendor invoices in a timely manner. \nUpper Management - Maintain professional relationship.\nWarranty - Ensure delivery reports are completed properly and returned in a timely manner; extended warranty forms are completed and submitted for coverage.\nSalesperson and Other Sales Department Employees - Maintain close working relationships.\n\n \nOutside Company\n\nCustomers\nVendors\nSales representatives\nFactory personnel\n\n \n \nMINIMUM EXPERIENCE\n \nFour-year degree in Business or related field with 6 months specific work experience OR two-year degree in Business or related field with 2 years specific experience OR high school diploma with 4 years specific work experience. \n \nWORK EXPERIENCE\n\nAbove specifically related work experience should include experience with inventory control/ordering, customer service, accounting practices, sales commissions and computer data processing/administration\nRequires familiarity with Microsoft Office including proficiency with Excel and working knowledge of Word. Prefer exposure to a mainframe environment.\nMust be able to handle many duties at once, communicate with and relate to people on all levels, solve problems and maintain good customer relationships.\n\n \nPHYSICAL\n \nAbility to sit for long periods of time and handle stress and high pressure daily.\n \nThis job description is not intended to be all-inclusive. Your supervisor may request and assign you similar duties. Any major modification of this job role requires Human Resources approval.

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