Sales Coordinator

RESPONSIBILITIES:

• Prepare quotations under the Salesperson’s direction with a full understanding of customer requirements.
• Verify all orders and change orders have an acceptable DYWIDAG commercial agreement in place and proper sales tax exemption certificates are on file (if applicable). 
• Notify Salesperson when customer proposes terms and conditions other than DYWIDAG's standard commercial terms.
• Verify customer credit.
• Enter customer order and/or equipment lease into Navision and maintain accurate and organized records.
• Monitor customer order progress taking responsibility that order is delivered to customer’s satisfaction.
• Ensure changes or additions to the order have appropriate change order documentation prior to processing/shipping materials or providing services.
• Monitor and update job costs. Identify overruns and correct misapplied charges through HQ Accounting.
• Keep Salesperson informed of job costs.
• Properly file completed order documents in the Document Management System in a timely manner.
• Enter project/order information in Lien Tracker.
• Process Waiver of Lien forms (when required).
• Process order details and requirements by creating proper order documents within Navision.
• Maintain accurate ship dates in Navision.
• Notify Operations of changes in orders and make required adjustments in Navision.
• Notify Operations of any ANS materials purchased by DSI for customer order.
• Check inventory levels and initiate warehouse transfers if required.
• Follow orders to ensure delivery meets requirements.
• Invoice for all shipments and services within 24 hrs.
• Review monthly equipment rental report and invoice leased equipment as defined in the lease agreement.
• Coordinate technical support required by customer.
• Obtain approvals from Salesperson and Unit Manager for credits due customer (when appropriate) promptly.
• Verify and approve freight invoices for payment.

• Obtain all necessary documentation from customer.
• Send proper order confirmations to customer. 
• Send preliminary lien notices to appropriate parties (if required).
• Verify deliver dates and inform customer and salesperson if delays may occur and provide follow-up confirmation.
• Keep in close communication with customer throughout entire order process including follow-up inquiry.
• Resolve customer conflicts promptly.

• Identify ANS items which require order specific purchases and obtain multiple quotes from vendors
• Prepare purchase orders following DSI guidelines
• Get proper approvals for Purchases as required by policy.
• Receive and approve all invoices related to Purchase Orders.

• Prioritizes workload well, shows enthusiasm, reacts to opportunities, is punctual, and meet deadlines.
• Identifies potential problems and takes proactive steps to minimize or eliminate.
• Handles customer questions and complaints in a timely and professional manner.
• Communicates professionally both written and verbal.
• Seeks opportunities to improve efficiency and contribute to the overall success of the Company.
• Deals with differences of opinion in open and respectful ways.
• Works well with others and promotes a positive work environment.
• Demonstrates integrity and honesty while interacting with customers, coworkers, and managers.

REQUIREMENTS:

• Associate's degree or three to five years related experience and/or training; or equivalent combination of education and experience.
• Experienced with MS Office - Word, Excel, Access, PowerPoint, and Outlook.
• Ability to read and understand instructions and correspondence. 
• Ability to respond to common inquiries or complaints from customers. 
• Ability to effectively write correspondence and present information to management, other employees, and customers. 
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. 
• Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, weights, volume, and common conversions.
• Ability to define problems, collect data, establish facts, and draw valid conclusions. 
• Ability to interpret an extensive variety of instructions in written and diagram form and deal with several abstract and concrete variables.
• Ability to manage multiple tasks at one time.