Sales Coordinator

We are looking for a detail-oriented Sales Coordinator to join our team in Hayward, California. The Sales Coordinator is responsible for providing comprehensive support to the Sales team throughout the lifecycle of client orders, from the initial agreement through completion and payment. Reporting to the Contracts, Administration & Purchasing Supervisor, this role collaborates with multiple departments—including Sales, Operations, Vendor Management, and Senior Leadership—to facilitate smooth processes and communication.

Key Responsibilities:

Accurately and promptly process all sales agreements, ensuring compliance with internal policies and procedures.

Set up contracts and maintain job records using collaborative and digital document management tools and the company's ERP software.

Oversee the creation and maintenance of project/job files, ensuring all documentation is organized and accessible within the company's digital storage system.

Review, enter, and update sales and purchase orders, contract modifications, and cancellations in the ERP.Track equipment and other deliverables to make sure delivery timelines are met and purchase order requirements are fulfilled.

Serve as a liaison across teams, balancing deadlines and objectives while making practical decisions.

Proactively manage inventory levels by placing equipment orders to maintain optimal stock at warehouse locations.

Coordinate with Logistics, Sales, and Warehouse teams to schedule and release equipment as required by project timelines.

Monitor inventory transfers between various facilities, ensuring accurate record-keeping of product counts and serial numbers.

Support annual physical inventory audits and assist with reconciliation processes as directed by the supervisor.

Assist with internal and external audit requests by retrieving documentation, as needed.