Sales Operations Coordinator

Overview

The Sales Operations Coordinator is responsible for ensuring customer satisfaction through the accurate, timely, and professional administration of capital equipment orders and related billing activities. This role serves as the central coordination point between sales, vendors, service, and finance and ultimately customers to ensure orders are processed correctly, job costs are tracked accurately, and invoices are issued and collected in accordance with contract and company requirements.

Supporting 6–10 New Equipment and Specialist Sales Representatives, this position bridges sales operations and financial execution, ensuring that equipment orders, project files, billing, and gross profit integrity are maintained throughout the project lifecycle. This role requires 3 days in-office and allows 2 days remote each week.

Essential Duties & Responsibilities

• Act as the primary point of contact for information flow between sales personnel, vendors, service, and finance for new equipment projects.
• Gather, validate, and distribute all required order-related information; escalate issues to the VP of Sales when necessary.
• Create, maintain, and audit accurate and complete job files from order entry through closeout.
• Enter and administer equipment orders for Rite-Hite and allied vendors in accordance with vendor-specific procedures.
• Manage order release schedules with multiple vendors, shipping timelines, and expediting requests to meet customer requirements.
• Coordinate and consolidate shipments where possible to minimize freight costs while maintaining delivery commitments.

• Generate, review, and distribute documents for equipment projects; validate against contracts, purchase orders, and job cost data.
• Monitor job costs and gross profit, identifying variances and communicating potential profit erosion to the VP of Sales.
• Maintain accurate customer and vendor records, including billing, insurance certificates, contracts, and compliance documentation.
• Support reconciliation of billing-related AR and AP activity in coordination with the Finance Department.

• Assist in identifying and implementing process improvements related to order flow, billing accuracy, and job file integrity.
• Cross-train with other administrative personnel to provide coverage during peak workloads or employee absences.
• Support special projects or system enhancements related to sales operations, billing, or workflow efficiency.

• Accurate and timely entry and administration of equipment orders.
• Complete, compliant, and well-documented job files.
• Reliable and accurate information communicated to billing and aligned with contract terms and job cost data.
• Minimized profit erosion through proactive cost and variance review on the front end.
• Effective coordination between sales, operations, vendors, and finance.
• Support of timely collections through accurate order inputs.

• Strong attention to detail and accuracy across orders, billing, and documentation.
• Effective verbal and written communication skills.
• Ability to interpret contracts, billing terms, and job cost data.
• Solid math skills, including percentages, margins.
• Proficiency in Microsoft Excel and general business systems.
• Ability to manage multiple priorities, meet deadlines, and work cross-functionally.
• Strong problem-solving skills and sound judgment in resolving discrepancies.

• High school diploma or GED required; associate or bachelor’s degree in business, accounting, or finance preferred.
• Minimum 1–3 years of experience in sales support, order administration, billing, accounting support, or project-based operations.
• Experience in construction, service, manufacturing, or capital equipment environments preferred.
• Familiarity with CRM, ERP or order management systems (e.g., Salesforce, Net Suite, JD Edwards or equivalent) a plus. Microsoft Excel proficiency required.

This position is based in a professional office setting consisting of moderate noise level, where employees regularly utilize standard…