The Office Coordinator is responsible for the first impression of the dealership (both through phone call-ins and in-person). The OC assists the sales staff in organizing showroom/networking events and tours. This person must be able to work in a fast-paced, stressful, and constantly changing environment. Must be organized, detailed, and able to think and react quickly, maintain extreme confidentiality, and flexibility to work with a variety of personalities. Must be able to take charge when necessary and have strong multi-tasking abilities.
Sales Coordinators assist throughout the order management cycle of a project. From working with vendor partners to negotiate the best pricing available for budgetary pricing to preparing final pricing and packages, the Sales Coordinator is responsible for all project and daily work order activities and full customer satisfaction for those accounts. The Sales Coordinator’s primary responsibility is supporting internal customers (such as Sales and Design), producing proposals for customers and helping their aligned sales person ensure that the customer is satisfied.
Responsibilities and Duties:
Office Coordinator responsibilities include:
- Answer calls and greet showroom visitors
- Sort incoming mail; prepare outgoing mail and express packages for pick up
- Order & maintain all office supply products
- Point of contact for large copier needs (service/supplies)
- Coordinate scheduling of main conference room
- Order breakfast, lunch, snacks, etc. for company sales & customer meetings; set up and clear afterwards
- Point of contact for property management company
- Schedule and manage all vendor presentations
- (In conjunction with the Fun Committee), plan and organize company functions for lunches, holiday celebrations, monthly birthday/anniversary gatherings, etc.
- Ensure kitchen breakroom supplies are stocked; empty dishwasher in the A.M.; run in the P.M. (if needed); Clean out refrigerators on a monthly basis
- Oversee vendors (Keurig coffee, water, rugs/mats, office supplies, etc.) and review annually to ensure best pricing/service
Sales Coordinator
- Project or Work Order Management
- Acquire product pricing from vendors.
- Work with vendors to negotiate steeper discounting on larger scale projects.
- Assist in the preliminary budgeting and quoting for clients.
- Assist Sales and Designers with pricing, product research and technical order information.
- Receive labor quoting from Project Manager and/or installation company.
- Coordinate all customer projects and work orders: implementation of customer orders and service requests. Creates project number and quote.
- Reviews work plans, schedules, and logistics established for customer’s major projects.
- Completes any necessary revisions to order. Communicates revision to entire team.
- Provides frequent and regular status reports to customers regarding project and work order status.
- Attends project and account meetings as required.
- Sales Order Management
- Produces detailed, accurate, and professional-looking quotes through own effort or in conjunction with dealership personnel (salesperson, designers, project managers, etc.)
- Assists salesperson in ensuring a responsible close of sale by confirming signed sales orders (and terms & conditions, if appropriate), client purchase orders and forwarding deposits requests when required.
- Stays involved throughout sale implementation to ensure that any bottlenecks or changes in scope are identified and resolved, and that both customer and dealership are satisfied.
- Process, Quality and Customer Satisfaction
- Ensures standards of performance are met for all customer work activities.
- Assists with establishing costs and sell amounts for all account products and services, based on contract pricing, gross margin guidelines and established service pricing; is responsible for “cost-of-sale” against account purchases.
- Assists with ensuring documentation standards are maintained for all account activities; ensures dealership process and procedures are followed.
- On-going
- Complete bid/RFP forms and/or documents.
- Manages team assignments to ensure workload activities are appropriately balanced and supported.
- Provides timely response to customer’s requests for products, services and/or information.
- Participate in team meetings as scheduled.
- Other duties as assigned.
