What are the responsibilities and job description for the Account Coordinator position at EMPIRE OFFICE INC?
About Empire Office
Empire Office is the largest commercial furniture dealer in the world, with over 79 years of experience and more than 435 full-time employees across the country. We are the preeminent Steelcase dealer in the United States and support a list of more than 500 manufacturers. We partner with best-in-class architects, designers, brokers, craftsmen, and manufacturers to deliver proven workspace solutions. With creative and cost-effective results, we address business challenges and activate brands.
Overview
Empire Office is currently seeking a Sales Coordinator to join our Orlando, Florida team. The Sales Coordinator is a crucial part of our sales team, responsible for providing high-level customer service, supporting the sales staff, and ensuring that all orders and projects are managed efficiently from start to finish. This role will be vital in helping us meet and exceed our customers’ expectations of "Delivering Perfect.
Key Responsibilities
The Sales Coordinator will manage various aspects of the account coordination process, including:
- Assist in the preparation of quotes and orders, ensuring accuracy in pricing and product details.
- Coordinate with vendors to confirm order details and follow up on acknowledgments.
- Maintain updated records of client interactions and order statuses in our internal systems.
- Support the sales team by managing small to mid-sized projects under supervision.
- Organize and color-code floor plans and product counts for client presentations.
- Assist with the creation of sales reports and documentation required for meetings.
- Request and track Certificates of Insurance (COI) as needed for project installations.
- Provide excellent customer service by addressing client inquiries and ensuring timely responses.
- Support the team in organizing and preparing materials for client installations, including managing punch lists, and assisting with the resolution of any discrepancies.
- Collaborate with the Senior Sales Coordinators and Sales Managers to ensure all projects are completed on time and within scope.
Order Follow-up:
- Confirming receipt of purchase orders with vendors.
- Confirming receipts of acknowledgments from vendors.
- Creating and managing vendor requests for deposits.
- Leading resolution of acknowledgment discrepancies.
- Creating order status reports (initiate and maintain throughout).
Pre-Installation:
- Creating Operations requests (advise union/non-union; standard time or overtime).
- Assisting in the preparation of installation packages/binders.
Install:
- Maintaining punch list documentation (dates, advising clients).
- Ordering punch list items (if necessary/requested).
- Creating laser and RA tickets when PM is not involved to prompt freight claims.
- Completing installation.
Post Installation:
- Invoicing upon delivery and installation.
- Managing day two orders.
- Maintaining client contact to ensure satisfaction.
Other:
- Inputting and setting up new customers and vendors.
- Requesting warranty information.
- Compiling Product Mix Reports.
Qualifications:
Skills & Qualifications
- High School Degree plus 1-2 years of professional experience.
- Bachelor’s degree or equivalent.
- Steelcase and Hedberg experience required.
- Furniture or dealership experience a plus but not required.
- Proficiency in Microsoft Office (Outlook, Excel, Word).
- Strong communication skills, both written and oral.
- Ability to take initiative and think proactively.
- Comfortable handling multiple tasks at a time.
- Proven organizational and time management skills.
- Critical thinking capabilities to solve any issues.
- Understanding and adherence to deadlines.
- Ability to work well in a team environment.