Sales Process Coordinator I

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Date: Jun 9, 2022

Location: Mesa, AZ, US, 85210

Company: Empire

Requisition #: 22941 

Shift : 1 

Start Time :  7:00am 

End Time :  4:30pm 

Schedule Days : Monday - Friday 

Position Status: Full Time (40 hrs week) 

Job Summary:

Provide vital support to sales team pertaining to value add opportunities. Coordinate sales activities and act as extension of sales team. Deliver critical administrative support via phone, email or in person. Responsible for order processing, sales document preparation and maintenance, client record maintenance and reporting for assigned business units. Provide exceptional experiences to internal and external clients that cultivate new sales opportunities. Provide support in other areas of the business as necessary.

Essential Functions:

  1. Prepare, administer and coordinate quotes and sales proposals in an efficient manner, within established guidelines. 
  2. Prepare and supply the Gross Profit Worksheets to appropriate sales personnel.
  3. Initiate credit approvals for sales, leases and contracts. Submit credit applications and obtain finance or lease documents using lender finance systems.
  4. Assist Account Manager in obtaining financial documents and other information from clients. Provide payoffs for rental and lease equipment. 
  5. Research, understand and communicate merchandising programs to Account managers.
  6. Coordinate delivery or shipment of goods with warehouse personnel. 
  7. Maintain excellent communication with Sales Managers and Account Managers in order to deliver exceptional client experiences. 
  8. Take actions in Account Manager’s absence within delegated authority. Refer matters beyond delegated authority to appropriate personnel. 
  9. Know product inventory status.  Ensure product readiness and availability in order to process client requests. Schedule product installations and services and ensure delivery commitments are met through effective communication with sales support staff.
  10. Create and maintain sales orders and generate invoices promptly and accurately. Assume ultimate responsibility for sales order integrity. Keep appropriate personnel advised of sales order status.
  11. Research and resolve client billing discrepancies.
  12. Understand and interpret warranty policies and procedures. Make warranty decisions within established company and vendor guidelines. Provide information to appropriate personnel for accurate and timely claim submission.
  13. Generate, analyze and distribute sales and financial reports as required. 
  14. Prepare commissions for assigned sales personnel.
  15. Work safely at all times.  Adhere to all applicable safety policies.  Comply with all company policies, procedures and standards.

Additional Responsibilities:

  1. Project a professional company image through in-person, phone and email interaction.
  2. Act as a liaison between departments. Help establish and maintain effective communications and informational flows.
  3. Work with controller to establish procedures that support operational and fiscal policies.
  4. Perform availability searches for product as requested.
  5. Prepare and maintain required files, records and databases.
  6. Answer phones and provide other administrative support as needed.
  7. Make hotel and travel arrangements as necessary. 
  8. Maintain confidentiality in all matters related to the departmental unit and organization. 
  9. Perform other duties as assigned
  10. Work within and promote corporate values. 

Additional Level Requirements

Knowledge Skills and Abilities:

  1. Strong interpersonal skills to effectively communicate with clients and internal staff. 
  2. Ability to understand complex information.
  3. Ability to multi-task and operate effectively in a fast paced environment, and meet critical deadlines.
  4. Strong organization skills and attention to detail. Ability to prioritize and utilize time efficiently, complete tasks on time or notify appropriate person with an alternate plan.
  5. Strong written communication skills to independently compose written communications with excellent grammar and composition.
  6. Math skills sufficient to perform research and analysis.
  7. Know and be able to effectively use the work order computer systems.
  8. Interpret policies and procedures and take necessary action within established guidelines.
  9. Compose reports and correspondence to support and drive business decision making.
  10. Use sound judgment to research, analyze and recommend solutions.
  11. Ability to grasp priorities and develop systems, processes and policies in a cost effective manner.
  12. Coordinate and participate in conferences, committee meetings and seminars as directed.
  13. Ability to maintain consistent attendance.

Education and Experience:

  1. Proof of high school diploma or General Education Degree (GED).
  2. Minimum 1 - 3 years of experience in administrative or sales support role.
  3. Must be able to communicate (speak, read, comprehend, write) in English

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  1. While performing the duties of this job, the employee is regularly required to sit, use hands, talk or hear.
  2. The employee frequently is required to stand, walk, reach with hands and arms, climb or balance, and stoop and kneel.
  3. The employee is occasionally required to lift and/or move up to 10 pounds.
  4. Specific vision abilities required by this job include close vision.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  1. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, high, precarious places, and outside weather conditions.
  2. The employee is occasionally exposed to wet and/or humid conditions, extreme cold, and extreme heat.
  3. The noise level in the work environment is usually office moderate.


Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.  The roles and objectives of this job do not include setting corporate policy, and does not constitute a managing agent of the company.


Empire is committed to working with and providing reasonable accommodation to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the employment process, please call 480-633-5440 and let us know the nature of your request and your contact information.


Empire Southwest is an EEO/Affirmative Action Employer

Safety - Respect - Integrity - Teamwork - Excellence - Stewardship - Astonishment

Nearest Major Market: Phoenix

Job Segment: Outside Sales, Administrative Assistant, Warehouse, Sales Support, Sales, Administrative, Manufacturing

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