EVI NE-Operations Coordinator

Summary:

The Northeast Operations Coordinator position plays a vital role in the equipment sales order process. This role will focus on the overall equipment sales process across the Northeast divisions. The equipment sales process includes Sales Quotes and Agreements, Equipment Purchasing, and Invoicing. This position will be trained to provide coverage for all three areas as needed.

Duties and Responsibilities:

• Answer phone calls from customers and salesmen professionally and courteously.
• Review, enter, and prepare sales quotes provided by the salesman into the accounting system.
• Convert sales quotes to sales agreements and prepare them for delivery to the customer and salesman by either email, DocuSign, or Adobe.
• Create purchase orders in the accounting system to be sent to manufacturers in the preferred method to order equipment and items included in signed sales agreements.
• Review order acknowledgments received from vendors to verify completeness and accuracy of order and question variances.
• Communicate with the salesman on a daily/regular basis by providing quotes, purchase orders, order confirmations, and completed customer invoices.
• Maintain a monthly sales log for each salesman.
• Maintain a current and up-to-date log of completed sales agreements that have not been delivered or invoiced to the customer (monthly backlog report).
• Ability to multi-task and handle a varying workload based on current sales volumes.
• Respond promptly to emails, phone calls, etc. to ensure that the daily workflow continues and isn’t held up.
• Create and prepare new inventory items in the accounting system.
• Maintain detailed folders electronically for each sales agreement to ensure proper documentation is maintained for auditors.
• Ensure that all delivered equipment orders have been invoiced for month-end close.
• Update equipment installation calendar as needed.
• Prepare equipment order deposit invoices.
• Ensure that pricing is accurate on purchase orders before items are received into inventory.
• Review and complete equipment job costing in the Smartsheet job costing module.
• Review all paperwork for final installation for accuracy to perform proper job costing.
• When needed, create and update customer accounts for the creation of sales agreements.
• Process credit card payments when needed.
• Performs other duties and responsibilities as required or requested.

Position Competencies (Knowledge/Skills/Abilities):

• Excellent Organizational Skills.
• Problem Solving/Analysis.
• Customer/Salesman Focus.
• Decision Making.
• Teamwork.
• Quarterly traveling when needed to the other divisions.

Qualifications:

• Communication Proficiency.
• Microsoft Office Suite includes Excel, Word, and Outlook.
• Adobe Professional.
• Attention to Detail.