Sales Support Coordinator

Job Title: Design and Build Inside Sales – Spare Parts Coordinator

Employee: TBD

Reports to: Director of Proposal and Estimating

Location: 100% in office in Livonia, Michigan

Position Summary

The Design & Build Inside Sales – Spare Parts Coordinator is responsible for supporting customers through quotation development, spare parts coordination, order entry, and inside sales support for standard products and replacement components. This role serves as a key liaison between customers, sales, engineering, purchasing, project management, service, and operations to ensure accurate pricing, timely communication, and successful order execution.

The ideal candidate is highly organized, detail-oriented, customer-focused, and capable of managing multiple priorities in a fast-paced industrial and manufacturing environment. This position requires strong technical aptitude, commercial awareness, and the ability to work cross-functionally to support both customer satisfaction and operational efficiency.

Key Responsibilities

Quoting & Estimating

• Review and analyze RFQs, customer requests, specifications, drawings, BOMs, and equipment documentation. 
• Prepare accurate technical and commercial quotations for spare parts, replacement components, and standard products. 
• Develop pricing, scope definitions, and delivery timelines based on customer requirements. 
• Coordinate with purchasing, vendors, and supply chain teams to obtain accurate pricing and lead times. 
• Collaborate with engineering to verify design concepts, technical specifications, and part compatibility. 
• Identify obsolete components and recommend upgraded or alternative solutions when necessary. 
• Maintain estimating templates, historical pricing data, and proposal documentation. 
• Support continuous improvement initiatives focused on estimating accuracy and quote turnaround times. 

Order Entry & Order Management

• Enter and maintain customer orders within ERP systems with a high degree of accuracy. 
• Verify pricing, quantities, lead times, shipping details, and product availability prior to order processing. 
• Track order status and provide proactive updates to customers and internal stakeholders. 
• Coordinate with warehouse, shipping, purchasing, and operations teams to ensure timely delivery. 
• Resolve discrepancies involving pricing, shortages, shipping issues, part numbers, or customer documentation. 
• Support inventory tracking and forecasting for commonly used spare and service parts. 

Customer & Sales Support

• Serve as a primary point of contact for customer spare parts inquiries and replacement part requests. 
• Support outside sales and service teams with customer communication, product recommendations, and technical clarification. 
• Assist sales teams with CRM updates, pipeline activity, and quote follow-up efforts. 
• Follow up on open quotations to support conversion into customer orders. 
• Participate in customer discussions, clarifications, and negotiations as needed. 
• Maintain a professional, responsive, and service-focused approach to customer support. 

Cross-Functional Coordination

• Support post-order handoff activities to Project Management and Engineering teams to ensure alignment with quoted scope. 
• Collaborate across departments to ensure proper ERP utilization and process consistency. 
• Assist in developing standardized spare parts processes, documentation, and recommended spare parts packages for new equipment builds. 
• Maintain organized records of quotes, orders, communications, project files, and customer documentation. 
• Support reporting activities related to sales performance, quote conversion, backlog, and order accuracy. 
• Ensure compliance with company procedures, documentation standards, and customer requirements. 

Qualifications

• Experience in estimating, inside sales, customer service, order entry, or industrial product support preferred. 
• Background in manufacturing, automation, conveyor systems, tooling, or industrial equipment strongly preferred. 
• Ability to read and interpret technical drawings, part numbers, specifications, and customer purchase orders. 
• Familiarity with spare parts, replacement components, and industrial product support processes. 
• Experience working with ERP systems, CRM software, and Microsoft Office applications. 
• Advanced proficiency in Microsoft Excel preferred. 
• Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously. 
• Excellent communication and collaboration skills across departments and customer groups. 
• Strong analytical, problem-solving, and detail-oriented mindset. 
• Commercial awareness with the ability to identify risks, cost impacts, and process improvements. 

Key Skills & Competencies

• Technical aptitude and mechanical understanding 
• Estimating and quotation development 
• ERP and CRM system proficiency 
• Customer service and inside sales support 
• Order management and data accuracy 
• Cross-functional collaboration 
• Time management and prioritization 
• Risk identification and problem-solving 
• Attention to detail and organizational excellence 

Key Performance Indicators (KPIs)

• Quote turnaround time 
• Quote-to-order conversion rate 
• Order entry accuracy 
• On-time delivery support 
• Customer responsiveness and satisfaction 
• ERP and documentation accuracy 
• Backlog and order processing efficiency