Order Entry Associate Jobs in Washington (NOW HIRING)

Location: Owings, MD
Department: New Unit Sales

Position Summary

Kelly Generator & Equipment is seeking a highly organized and customer-focused Sales Project Coordinator to support our New Unit Sales team. This position serves as the primary coordinator for commercial and industrial Generac generator sales projects after a customer purchase order has been received, ensuring projects move efficiently from order entry through delivery, startup, and closeout.

The ideal candidate is detail-oriented, thrives in a fast-paced environment, enjoys working with multiple departments, and takes pride in delivering an exceptional customer experience.

Essential Responsibilities

Project Coordination

• Serve as the internal project coordinator after receipt of customer purchase orders.
• Act as the liaison between customers and Kelly Generator & Equipment throughout the project lifecycle.
• Coordinate project activities between Sales, Service, Purchasing, Logistics, Engineering, and Finance.
• Monitor project schedules and proactively communicate status updates to customers and internal stakeholders.
• Maintain accurate project documentation from project kickoff through completion.

Order Processing & Administration

• Process customer orders and verify order accuracy.
• Create and maintain project records within company systems.
• Manage purchase orders, proposals, pricing documentation, and project tracking.
• Coordinate customer credit applications, bonding and tax exempt documentation, and vendor requirements.
• Prepare and process project change orders.
• Maintain complete electronic project files and supporting documentation.

Project Execution

• Coordinate equipment releases and project scheduling.
• Order project-related materials once projects are released.
• Track customer approvals and ensure projects progress through required milestones.
• Coordinate generator startup scheduling with the Service Department.
• Assist in resolving project issues quickly while maintaining a positive customer experience.

Sales & Administrative Support

• Support the Sales Team with bid preparation, estimating assistance, and proposal coordination.
• Assist with expedited customer quotations when required.
• Maintain vendor applications and bid board registrations.
• Prepare recurring sales reports and project status updates.
• Provide administrative support to the Director of Sales and Sales Team.
• Cross-train with Service and Accounting to support operational needs.

Qualifications

Required

• 2–5 years of experience in project coordination, sales support, customer service, project administration, or a related role.
• Associate degree or equivalent combination of education and experience.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent verbal and written communication skills.
• High attention to detail and commitment to accuracy.
• Proficiency with Microsoft Office (Excel, Outlook, Word).
• Experience working with CRM, ERP, or project management software.

Preferred

• Experience supporting commercial construction, industrial equipment, electrical, mechanical, or generator sales.
• Knowledge of purchase orders, project schedules, submittals, and change order processes.
• Experience working in a fast-paced, customer-focused environment.

What You'll Bring

• Exceptional customer service skills
• Strong organizational abilities
• Effective communication and collaboration
• Critical thinking and problem-solving skills
• Ability to manage competing priorities
• Initiative and accountability
• A positive, team-first attitude

Success in This Role

You'll be successful when you:

• Keep projects moving efficiently from order entry through completion.
• Deliver timely, accurate communication to customers and internal teams.
• Maintain organized and accurate project documentation.
• Build strong relationships with customers and cross-functional teams.
• Help create a seamless project experience that reflects Kelly Generator & Equipment's commitment to quality and service.

If you're an organized professional who enjoys coordinating projects, supporting a high-performing sales team, and providing outstanding customer service, we'd love to hear from you.