Order Entry & Administrative Coordinator Company:

HVAC Distributing LLC Department:

Business Development Operations Position Type:

Full-Time Reports To:

Director of Business Development Position Summary The Order Entry & Administrative Coordinator supports the Business Development divisions through accurate customer setup, order entry, order communication, record maintenance, and administrative coordination. This is not a sales position; it does not include negotiating, closing business, or meeting sales quotas. Primary Responsibilities Customer Accounts and Order Entry Create and maintain customer accounts in NetSuite and HubSpot. Coordinate customer applications, DocuSign documents, and required account information. Enter and process customer purchase orders accurately and promptly. Verify products, quantities, pricing, payment terms, shipping instructions, and requested delivery dates. Issue order acknowledgments and confirmations. Monitor open orders, backorders, product availability, and order changes. Maintain organized and accurate customer, order, and supporting records. Develop strong working knowledge of NetSuite processes for the Business Development divisions. Customer Communication Serve as an administrative point of contact for order-related questions. Provide customers with approved order-status, tracking, availability, and delivery updates. Direct technical, warranty, accounting, credit, warehouse, and other inquiries to the appropriate department. Document communications and follow up on outstanding requests when necessary. Department Liaison Support Serve as a liaison between customers and the Credit, Accounts Receivable, Shipping, Warehouse, or Logistics departments as needed. Forward customer documents, questions, payment inquiries, shipping instructions, and delivery concerns to the appropriate team. Assist as needed with follow-up when requested by the customer, department, or management. Calendar and Administrative Coordination Maintain calendars for trade shows, customer events, trainings, and meetings Track deadlines for representative reports, documentation,p, and operational reports. Compile submitted information for leadership review. Schedule meetings, distribute reminders, prepare materials, and document follow-up items. Qualifications Two or more years of experience in order entry, customer service, distribution, or administrative support preferred. Experience with NetSuite, HubSpot, TMS, warehouse systems, or similar software is preferred. HVAC, plumbing, manufacturing, or wholesale distribution experience is beneficial. Strong data-entry, organizational, and communication skills. Proficiency in Microsoft Excel, Outlook, and Word. Ability to manage multiple orders, deadlines, and customer requests accurately. Professional judgment when handling customer, pricing, credit, and account information. Key Measures of Success Accurate and timely order entry Complete customer and order documentation Prompt acknowledgments and customer updates Accurate NetSuite and HubSpot records Timely completion of administrative assignments Effective communication between customers and internal departments Expected hours: 40.0 per week

Benefits:

401(k) 401(k) matching Dental insurance Employee discount Health insurance Life insurance Paid time off Vision insurance Ability to

Commute:

Hickory, KY 42051 (Required)

Work Location:

In person