Corporate Sales Coordinator

H.O. Penn Machinery
HIRING IMMEDIATELY

Corporate Sales Coordinator

Poughkeepsie, NY

Pay:$30-$35/hour (dependent on experience)

Bonus Potential: 5%
Benefits:

• Medical/dental/vision insurance
• 401(k) with company match
• Paid time off and company holidays
• Company-provided laptop

Key qualifications:

• Minimum of 2–3+ years of experience in sales coordination, sales administration, operations, or a related administrative role
• Strong attention to detail with a proven ability to accurately process orders, claims, and financial documentation
• Proficiency in Microsoft Office applications (Excel, Word, Outlook); ability to work with ERP systems, order management platforms, and reporting tools
• Excellent written and verbal communication skills with the ability to communicate professionally with customers, vendors, manufacturers, and internal stakeholders
• Demonstrated experience working with multiple internal departments (Sales, Service, Parts, Credit, Accounting, Finance) to coordinate complex transactions
• Familiarity with equipment sales, rental operations, and equipment protection plans a plus

Responsibilities

Properly configure and order product lines: BCP and SHEX plus related Cat and Allied Work Tools

• Develop, maintain, and communicate assigned machine models and new configurations. Solicit feedback from sales management team
• Accurately order machines and work tools through appropriate channels in a timely manner to ensure deadline requirements
• Order Allied machines and work tools by following policies and procedures set by each manufacturer
• Collect documentation and file machine work tool damage/return claim with appropriate company

Process Post Sales Credits (Focus, GMP, VIP, SPARS, and OTO'S) for assigned products and work tools (BCP and SHEX) to ensure a timely and accurate receipt of funds from Caterpillar in order to fulfill obligations to all stakeholders

• Examine branch costing worksheet to make necessary adjustments to reflect true cost as required by Caterpillar
• Review and adjust claims to keep within program guidelines to avoid penalty when audited
• Collect, process and maintain appropriate documentation pertaining to claim
• Work cooperatively with Cat Reps to ensure accuracy of district supported programs
• Track status of claim for accurate payment and pursue any discrepancies with appropriate Caterpillar Representatives

Accurately report Sales and Rental activity (PIN) to Cat

• Report to Cat new sales and new rentals (PIN)
• Ensure that new sales and new rentals sold with an Equipment Protection Plan are properly enrolled in a timely fashion
• Access PINS reporting through BIC: verify, update, and distribute daily

Provide administrative support and assistance in processing of new, used and rental machine orders to ensure the Corporation will realize maximum sales opportunity and profitability

• Coordinate activities required to satisfy a sales order -working with: Parts Department - ordering parts. Service Department – issuing work order requests. Credit – processing credit applications, requesting credit releases. Accounting – processing worksheets, contracts, tax forms and billing information. Finance – processing contracts
• Notify the Service Department of preparation instructions, modifications and installation of work tools when equipment is received
• Support the sales effort by processing projections, quotes, contracts, cost and tracking worksheets and submitting all the necessary documentation to Corporate to complete a sales transaction in a timely fashion
• Maintain a positive relationship with our customers, vendors and the marketplace in general through telephone contact, plus written and electronic correspondence that accommodates their needs in a professional manner

Qualifications

• Minimum of 2–3+ years of experience in sales coordination, sales administration, operations, or a related administrative role
• Strong attention to detail with a proven ability to accurately process orders, claims, and financial documentation
• Proficiency in Microsoft Office applications (Excel, Word, Outlook); ability to work with ERP systems, order management platforms, and reporting tools
• Excellent written and verbal communication skills with the ability to communicate professionally with customers, vendors, manufacturers, and internal stakeholders
• Demonstrated experience working with multiple internal departments (Sales, Service, Parts, Credit, Accounting, Finance) to coordinate complex transactions
• Familiarity with equipment sales, rental operations, and equipment protection plans a plus
  

Physical Requirements:

• Standing and/or sitting for prolonged periods of time
• Hand coordination for typing, writing, and computer use
• Occasional forward bending and reaching
• Occasional walking and climbing stairs
• Carrying (up to 20lbs.)

Reasonable accommodations made as needed.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, national origin, ancestry, age, marital status, citizenship, sexual orientation, gender or gender status, disability, genetic information, otherwise qualified disabled or veteran status, or any other protected class as designated by Federal, State and/or local law.