What are the responsibilities and job description for the Project Coordinator Manager position at Insidesource?
Insidesource DEI Statement
By nurturing a culture where everyone experiences a deep sense of belonging and equity of opportunity, we will uphold our vision to “unleash human and business potential.” We commit to being an anti-ism workplace and embedding diversity, equity, and inclusion throughout our business.
Job Summary
Manage the Sales Coordination department as assigned by the General Manager. Basic responsibilities include workload management, departmental budget adherence, overseeing disciplined order preparation, entry process, creating and managing order Status reports, interfacing with the customer in a customer support capacity, invoicing preparation for closing projects. Provide on-going coaching, direction and training support to Sales Coordination department and work with dealership management to foster on-going process development and improvement. Possess high level of technical skills and understanding of the order fulfillment process within the department. Provide high-level support to customers and internal dealership organization. Be an ambassador to other departments representing the Sales Coordination team. Lead process improvement activities to reduce overall cross departmental time and energy.
Essential Duties and Responsibilities Including but not limited to:
Monitors direct-report work assignments and workload and makes adjustments as necessary.
Ensures all communication with internal and external customers is timely, accurate and meets customer requirements for information and order status.
Recruits and develops customer service/order entry personnel; in conjunction with human resources and hiring manager.
Does annual reviews and performance ratings of direct-report personnel in conjunction with General Manager; performs skill set appraisal and drives development of skill and knowledge proficiency and service/customer focus for all department personnel.
Provides motivation and leadership for department's staff, including monitoring and coaching individual staff.
Is expertly trained in use and application of sales order software and trains staff in the use and application of that technology.
Develops responsible cooperation between the Sales Coordination department and the rest of the dealership.
Establishes and maintains effective communications with the non-service groups and personnel within the dealership.
Manage all Sales Coordinators (either directly, or through supervisors or Leads) towards successful completion of duties listed below.
Ensure the Essential Duties and Responsibilities of the Sales Coordinators are effectively accomplished including:
Create client proposals, to include new customer set up, entry/import of specifications, pricing, classification and revenue codes.
Generate purchase orders.
Work with vendors and internal project teams to reconcile acknowledgement discrepancies and manage timely ship dates based on project requirements
Create and publish customer status reports
Coordinate delivery/install dates with vendors, Operations, clients and Project Managers (depending on work scope)
Assist with project management responsibilities as needed, to include spec checks, field measures, and punch ID/resolution
Work with department and other dealer staff to ensure accuracy and integrity of order and business data in the sales order system and processes
Ensure orders are entered promptly, and reviewed for accuracy and completeness before being sent to the manufacturers/vendors
Invoice close-out documentation is completed by each SC in a timely manner
Work with department staff to ensure factory interface is on-going and that orders are monitored for projected ship dates and project schedule requirements, that all acknowledgments are checked and discrepancies followed up on, and that orders are closed out in a timely and responsible manner
Skills, Knowledge, Experience Required
Ability to work in dealership business system and CAP at advanced levels
Ability to lead a large team of coordinators with a variety of management styles and techniques to ensure consistent operation of the team
Proficiency in Microsoft Office software (Excel, Word, Outlook)
Independently manage sales transactions
Practical working knowledge of Allsteel systems products
Adept at managing multiple projects simultaneously in a fast-paced work environment
Excellent and effective at oral and written communication
Strong organizational, analytical and administrative skills
Ability to see the big picture and integrate into day-to-day tasks and activities
Understanding of the complexities and sophistication required to thrive in the dealer environment
General knowledge of all aspects of contract furniture management, including customer service, account management, project management and design
Fluid interpersonal skills to interact effectively with a wide range of customers, personnel and departments
Acknowledgement
This job description is designed to outline the essential job functions and qualifications of this position. Responsibilities may be added or removed from time to time to match the changing needs of the company.
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