Sales Coordinator

As the liaison between the distributor and the Rehlko, reporting to the Supervisor-Sales Administration, your primary responsibility is to facilitate seamless communication and exceptional customer service. By efficiently managing order entry and shipping processes, you play a crucial role in contributing to the company's financial success. Your tasks include maintaining direct contact with customers (direct and indirect), managing orders, ensuring timely shipment of finished goods, and departmental policies and procedures.

RESPONSIBILITIES :

Create SAP quotations and convert them into sales orders (on an as-needed basis)

Process and manage standard customer purchase orders in SAP, ensuring accuracy in pricing, terms, and delivery details utilizing Rehlko's Enterprise System (SAP).

Conduct order audits on assigned accounts for error prevention.

Create outbound shipments in SAP and ensure products are shipped within defined service-level timeframes.

Prepare and validate export documentation, including commercial invoices, packing lists, certificates of origin, and customs declarations, ensuring compliance with international trade regulations.

Support logistics coordination for ocean, air, and ground shipments, including handling incoterms, freight quotes, and carrier communication.

Support post-sale activities including resolution of invoice discrepancies, return coordination, freight claims, and short-on-shipment claims.

Proactively engage with assigned distributors, providing updates on open orders and promptly communicating any changes to order status.

Maintain accurate customer records and documentation, including special shipping instructions, incoterms, export compliance needs, and delivery preferences.

Monitor backlog reports and take action to address order holds, delays, or discrepancies.

Identify opportunities for process improvements and contribute to team initiatives that enhance customer satisfaction and operational efficiency.

Enforce and oversee policies pertaining to pricing, order entry, order modifications, order status inquiries, and other pertinent policies within the Sales Administration Department.

Provide backup assistance for secondary assigned accounts as required.

SPECIALIZED FOCUS - ENGINEERED SPECIALS

This role acts as the primary sales administration point of contact for all engineered special (ES) orders. You will closely interact with account management, switchgear, and various engineering departments.

SPECIFIC RESPONSIBILITES FOR ENGINEERED SPEICAL ASSOC. SALES COORDINATOR

Mange all ES orders from the time of order entry through scheduling (this includes but is not limited to following up on order status, monitoring sales margins, and processing all bill of material change requests).

Attend all relevant meetings such as change board, switchgear project updates, and ES order status reviews.

Process ES orders in Windchill and ensure all assigned tasks are completed within one business day of receipt.

Act as the facilitator for sales department when engineering change requests impact existing orders

EDUCATION AND EXPERIENCE :

Associate's degree or equivalent work experience in business, supply chain, engineering, or a related field.

3-5 years of experience in sales order processing, customer service, or sales administration, preferably within an industrial or manufacturing company.

Proven ability to manage customer accounts, including order entry, tracking, and resolving issues related to pricing, delivery, or invoicing.

Experience acting as a liaison between distributors, customers, and internal departments (sales, engineering, logistics).

Strong communication and organizational skills to manage multiple priorities and stakeholders.

Hands-on experience using SAP (required), specifically for sales order entry, shipment creation, and export documentation.

Familiarity with Windchill or similar product lifecycle management (PLM) systems for engineered or customized products.

Prior experience coordinating with engineering or technical teams on customized or engineered orders.

Demonstrated ability to participate in project or status meetings to support change management and production schedules.