The Equipment Coordinator is responsible for coordinating the daily activities of Buffalo shop with regard to equipment for sale. They assist the Corporate Sales Coordinator so that she can complete her work remotely. (from the main office.)
BASIC FUNCTIONS INCLUDE:
- Responsible for providing support of the business’ sales and marketing organization
- Responsible for processing and coordinating workflows between the Buffalo Sales Reps and the Sales Coordinator
- Creating lease documents, customer invoices, purchase orders, shipping documents, sales orders and work orders.
- In coordination with the Sales Coordinator a is responsible for maintaining existing customers relationships.
· High school diploma or general education degree GED minimum. Some college is perferred
· Participation TMHU e-learning
· The Equipment Coordinator should have at least 3 years of related experience in an administrative support role (ie. Customer Service, Office administration)
Skills & Knowledge:
- #1 - MUST possess the ability to handle multiple projects and constant interruptions.
- Be friendly and responsive to the many requests presented by customers and from within the company.
- Must have a thorough knowledge of our products, services, vendors, customers and our computer programs
- Needs excellent communication skills, exceptional organizational skills and must maintain a professional personal appearance.
- Must have a valid driver's license and be able to travel between our locations 2 times per week (Buffalo to Frewsburg is about 80 miles one way)
· Ability to handle multiple and changing priorities concurrently.
· Ability to work with problems and deal with a variety of variables.
· Ability to apply common sense to carry out instructions furnished in written, oral, or diagram form.
· Ability to identify critical issues and recommend appropriate solutions.
· Ability to effectively communicate customers’ product, service and technical requirements.
· Ability to navigate a computer utilizing basic computer skills.
DUTIES & RESPONSIBILITIES
ASSISTING SALES COORDINATOR
· Order Acknowledgments
· Customer Credit applications
· Lease documents
· Service work orders for prepping and delivering equipment
· Tracking order status
· Verifying incoming deliveries
· Managing and verifying inventory on site
· Customer Sales Leads
· Sales Quotes
· CRM (Toyota Portal)
· Allied Quotes
· Sales Literature
· Fed Ex shipments
· Compiles reports on weekly or monthly basis as needed.
· Sending faxes, addressing letters, sending out direct mail/marketing pieces. Composes and types routine correspondence. Prepare outgoing mail, using postage-metering machine.
· Greets visitors, ascertains nature of business, and directs visitors to appropriate person.
· Operates office machines
· Seeks to improve efficiency of all office operations.
· Seeks to find ways to reduce administrative staff workload and to assist them in achieving their departmental goals.
· May arrange travel schedules and reservations
· Managing schedules and calendars
· Telephones, Answers telephone and gives information to callers or routes call to appropriate personnel and places outgoing calls.
· Other duties as assigned
Establish and maintain good working relations with other departments to reduce conflict and maximize JIT profitability.
Compensation for this position is a paid by the hour worked. Performance evaluations will be done regularly. Compensation will be reviewed annually.
The Equipment Coordinator will be evaluated on the following criteria:
o Ability to work effectively with staff in both locations
o Ability to communicate needs effectively between all parties and eliminate errors
o Ability to create documents needed in a timely manner
o Ability to work accurately and independently
o Ability to achieve the goals and objectives established by the Sales Department
o Achieving a high level of “customer” satisfaction, recognizing that co-workers are very much their customers
o Development of strong team building skills and success in coordinating, through the project team process, a high level of success.
This is not necessarily an exhaustive list of responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job.
Expect to travel between the two locations during training, a minimum of 2 days per week for at least 8 weeks; less as training progresses, thereafter at least once per month.