Position Overview:
The Office & Sales Operations Coordinator plays a critical role in ensuring seamless office management, logistics coordination, and sales support within the machinery sales environment. You’ll liaise with customers, vendors, trucking/rigging partners, and internal teams to manage equipment orders, invoicing, quoting, and reporting.
Key Responsibilities:
- Customer & Office Communication
- Serve as the main point of contact by answering and directing phone calls, emails, and walk-in inquiries with professionalism and responsiveness.
- Liaise between customers, sales representatives, parts/service teams, and external vendors.
- Logistics & Procurement Management
- Shop and negotiate rates with trucking and rigging companies; schedule and track machine transport.
- Place orders for new machines and parts, and actively follow up with suppliers to ensure timely delivery.
- Invoicing & Financial Coordination
- Create, manage, and send customer invoices—matching bills of lading, applying charges, and ensuring accuracy.
- Collaborate with Accounts Payable/Receivable to resolve invoice-related inquiries.
- Quoting & Proposal Development
- Prepare customer proposals and quotes, ensuring all pricing is accurate and comprehensive.
- Track follow-up actions in partnership with sales reps.
- Reporting & Documentation
- Maintain and update trucking/rigging logs, machinery sold reports, and inventory movement records.
- Generate periodic sales, delivery, and inventory reports to support management decisions
- Data & ERP/CRM System Support
- Input orders, delivery details, invoices, and quotes into the company’s CRM or ERP system, ensuring data accuracy.
- Identify process bottlenecks and suggest system or workflow enhancements.
Qualifications
- High school diploma or equivalent; and one-year related experience and/or training; equivalent combination of education and experience
Proficiency in Microsoft Office and comfort with CRM systems, Salesforce experience a plus
Skills & Competencies
- Strong organizational, multitasking, and time-management abilities.
- Excellent communication and interpersonal skills for interactions with customers, vendors, and internal teams.
- Analytical mindset with attention to detail—especially important in invoicing, reporting, and pricing.
- Negotiation skills for procuring favorable trucking and rigging rates.
- Proactive problem-solving and continuous process improvement orientation.
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 these essential duties.
- Regularly required to: sit; use hands and fingers; reach with hands and arms; talk and hear.
- Occasionally required to: stand; walk; climb; balance; stoop; kneel; crouch; crawl; taste or smell.
- Must occasionally lift and/or move up to 20 pounds.
- Vision requirements: close vision, distance vision, color vision, and ability to adjust focus
Work Environment
The work environment characteristics described here are representative of those the employee encounters while performing the essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential duties.
- Frequently exposed to: moving mechanical parts.
- Occasionally exposed to: non-weather-related wet or humid conditions; fumes or airborne particles; toxic or caustic chemicals; outdoor weather conditions; risk of electrical shock; vibration.
- Will occasionally spend time in a warehouse environment with loud mechanical equipment
Why Join Vander Ziel Machinery?
Looking for a dynamic, friendly workplace with the buzz of a small business? At Vander Ziel Machinery, every day brings fresh challenges, a variety of tasks, and the freedom to manage your own projects.
What We’re Looking For:
- Eagerness to grow: We’ll provide training — bring your enthusiasm!
- Tech-savvy: Familiarity with Word, Excel, Salesforce and QuickBooks is a plus.
- A team player: Even though you’ll work independently, collaboration is key.
What We Offer:
- Competitive pay tailored to your experience
- Comprehensive benefits including health and dental coverage
- Retirement perks with employer match and HSA options
- Perks on the clock: Paid lunch break
Why Us?
Vander Ziel Machinery specializes in selling new and used machine tools. Our upbeat, supportive environment balances daily variety with real autonomy — and we love what we do!
