Mission of the Role

The Equipment Administrative Coordinator is responsible for managing the day-to-day operations of territory equipment, parts, and service programs. This role establishes and monitors goals using data analytics and supports sales management, sales representatives, and technical support staff to meet and exceed sales objectives. This role will also ensure timely processing of orders, maintaining optimal stock levels, and proper coordination with various departments to meet customer needs efficiently and effectively.

Key Duties & Accountabilities

• Collaborate closely with sales management, sales representatives, agents, and technical support staff to meet or exceed sales objectives
• Maintain 24–48 hour turnaround goal on all quote requests
• Prepare, modify, and follow up on all quote requests from sales reps
• Setup reminders and track opportunities for sales
• Develop weekly and monthly sales tracking for the entire department
• Organize and schedule service visits for region
• Prepare and provide quotes on parts and tools needed for service calls
• Execute on direct and indirect parts orders for region
• Process and confirm Purchase Orders (POs) and communicate parts order needs in a timely manner
• Manage open POs, back orders, and inventory levels, alerting relevant parties to any changes that affect delivery timelines and specifications
• Expedite orders and manage parts return processes, including assisting with customer credit procedures
• Respond to all emails and inquiries from customers, technicians, and sales representatives in a timely manner
• Resolve vendor problems and elevate issues for timely resolution
• Build and maintain relationships with vendors and ensure up to date price lists
• Control stock levels using forecasts, analysis, and min/max reports

Educational/ Training Requirements/ Experience

• HS Diploma
• Critical thinking and negotiation skills

Minimum Skills, Knowledge & Ability Requirements

• Strong organizational and communication skills; ability to prioritize tasks
• Demonstrated initiative in personal professional development
• Basic arithmetic including gross profit calculation
• Attention to detail and accuracy
• High level of ethics and personal integrity
• Cross-functional influencing and conflict management skills
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
• Maintain regular and punctual attendance