Sales Coordinator – Parts

Job not on LinkedIn

🔥 0 minutes ago

🇺🇸 United States – Remote

💵 $25 - $30 / hour

⏰ Full Time

🟢 Junior

🟡 Mid-level

🤑 Sales

🚫👨‍🎓 No degree required

👻 Ghost score 0%

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Profile Software Services

WebsiteLinkedInAll Job Openings

201 - 500 employees

Founded 1999

💼 Consulting

🏥 Healthcare

📦 Logistics

Consulting • Healthcare • Logistics

Profile Software Services is a digital product and software engineering consultancy that helps organizations design, build and operate user-centric, cloud-ready applications. They offer custom development, strategic architecture, mobile and web solutions, cloud migration and automation, accelerated Agile delivery, UX/smart design, digital analytics/CRO and conversational AI (generative AI and RAG) to align technology with business strategy. The company publishes technical learning content and operates across multiple Spanish offices.

📋 Description

• Monitor open estimates and coordinate customer follow-up • Prioritize high-value and soon-to-expire quotes • Maintain quote validity dates, follow-up notes, outcomes, and lost-order reasons • Clean up expired, duplicate, or incomplete estimates and alert Sales when support is required • Prepare weekly quote activity and conversion reports • Review customer orders for accuracy and completeness before processing • Verify purchase orders, pricing, quantities, part numbers, addresses, freight terms, tax status, payment terms, and delivery dates • Maintain order documentation and obtain written customer approval for permitted partial shipments • Review shipment and un-invoiced-order reports and resolve invoicing blocks, missing documents, discrepancies, and holds • Manage overdue and upcoming orders, promise dates, supplier delays, shipment holds, and order risks • Coordinate order updates with Procurement and Parts Sales and notify customers of significant delays • Track credits, returns, RMAs, and warranty requests through completion • Monitor shared sales inboxes, Freshdesk tickets, and incoming calls; assign requests to salespeople • Send acknowledgments, confirmations, shipment notifications, tracking information, and delay notifications • Provide administrative backup to Sales • Maintain quotes, purchase orders, confirmations, approvals, correspondence, export documentation, and customer/order records in IDM • Collect end-use and end-user certificates and flag DFARS, FAR, IDIQ, and PIEE requirements • Verify shipping methods, packaging, crating, drop-ship instructions, and delivery addresses; resolve shipment exceptions • Coordinate customer account corrections for contacts, addresses, tax certificates, freight accounts, and billing information • Prepare weekly dashboards and sales, backlog, order, invoicing, and performance reports • Use Excel to organize, analyze, reconcile, and present sales data • Maintain checklists, templates, and procedures; identify recurring errors and recommend process improvements • Support data cleanup, reporting enhancements, special projects, and process documentation • Own administrative follow-through, escalation, and issue resolution while Sales retains customer relationships and Procurement retains supplier purchase-order responsibilities

🎯 Requirements

• 2+ years of experience in sales administration, order management, customer service, sales support, or a similar administrative role • Strong proficiency in Microsoft Excel, including formulas, filtering, sorting, pivot tables, lookup functions, and data analysis • Proficiency with Microsoft Outlook, Word, Teams, and PowerPoint • Strong attention to detail and commitment to data accuracy • Excellent organization and ability to manage multiple assignments, priorities, and deadlines • Strong written and verbal communication skills • Strong follow-through, problem-solving, and escalation skills • Ability to work independently while contributing effectively to a collaborative team • Professional, dependable, proactive, and customer-focused • High school diploma or equivalent required • Associate or bachelor's degree preferred • Experience with an ERP, CRM, or order-management system preferred • Experience supporting a parts, industrial, marine, power-generation, distribution, or technical sales organization preferred • Experience with sales-performance, backlog, invoicing, order-status, or quote-conversion reporting preferred • Experience with Microsoft Dynamics 365, Infor SyteLine, or similar business software preferred • Experience with Freshdesk or similar ticketing systems preferred • Familiarity with export documentation, end-user requirements, or government contracting requirements is a plus • Successful completion of a drug and alcohol screening required as a condition of employment

🏖️ Benefits

• Full-time Monday–Friday schedule • Fully remote work • Equal opportunity workplace • Drug-free workplace • Employment contingent on successful drug and alcohol screening