The Sales Operations Coordinator supports the Sales Department by coordinating customer orders from sales order entry through production, shipment, and delivery. This position monitors active sales orders in relation to the production schedule, verifies required documentation is complete and accurate, communicates order status and potential delays, coordinates shipment and delivery requirements, and maintains proactive communication with customers and manufacturers' representatives throughout the order process. This role serves as a key point of coordination between Sales, Production, Drafting/Engineering, Accounting, Shipping/Logistics, Purchasing, customers, and manufacturers' representatives to help ensure orders remain organized, properly documented, and moving forward. The ideal candidate is highly organized, detail-oriented, comfortable managing multiple active orders and deadlines, and able to identify issues requiring follow-up or escalation. Duties/Responsibilities

• Monitor active sales orders from order entry through production and shipment, maintaining visibility of order status, scheduled production dates, requested delivery dates, outstanding requirements, and potential delays.
• Review sales orders and supporting documentation for completeness and consistency, including customer purchase orders, quotations, approved drawings, change orders, production release documentation, delivery information, and other applicable order documents. Identify missing information or apparent discrepancies and coordinate corrections with the appropriate party.
• Track required customer documentation and production-release requirements for active orders, including approved drawings, Production Release Forms, purchase order revisions, delivery information, and other required acknowledgments or approvals. Follow up on outstanding items and escalate documentation that may affect production or delivery schedules.
• Monitor sales orders in relation to the current production schedule and proactively identify changes, conflicts, documentation issues, or other conditions that may affect scheduled production or delivery. Coordinate with Sales and Production to obtain updated information and communicate changes to the appropriate parties.
• Maintain proactive communication with customers and manufacturers' representatives regarding order status, required documentation, production and delivery updates, shipment coordination, and other order-related requirements.
• Serve as a routine point of contact for customers and manufacturers' representatives following order placement, providing status updates, requesting outstanding information, coordinating delivery requirements, and helping resolve routine order-related questions.
• Coordinate and track customer change orders and sales order revisions, ensuring required approvals and supporting documentation are received and maintained. Communicate approved changes to applicable internal departments and monitor outstanding items through completion.
• Coordinate shipment readiness and customer delivery requirements, including verification of ship-to information, delivery contacts, receiving hours, site requirements, requested delivery dates, and other applicable shipment details.

Coordinate with Shipping/Logistics and Sales regarding shipment status and communicate applicable delivery information to customers and manufacturers' representatives.

• Maintain accurate and current sales order records within company systems, ensuring order status, customer documentation, schedule information, shipment details, communications, and supporting records are properly documented and accessible.
• Serve as a primary coordination point between Sales and applicable internal departments, including Production, Drafting/Engineering, Accounting, Shipping/Logistics, and Purchasing, to communicate order requirements, resolve outstanding administrative items, and support the progression of orders through production and delivery.
• Maintain visibility of outstanding requirements and exceptions for active sales orders and provide Sales management with regular updates regarding orders requiring action, documentation, customer response, schedule attention, or escalation.
• Escalate significant schedule changes, customer concerns, commercial issues, technical questions, or other matters requiring Sales management or appropriate departmental involvement. Revised customer commitments should be coordinated with Sales management when appropriate.
• Provide general office support as needed, including assisting with incoming calls, visitors, correspondence, records, and other routine administrative needs.
• Assist other team members and perform related duties as assigned. Required Skills/Abilities
• Strong organizational and time-management skills with the ability to manage multiple active orders, deadlines, and follow-up requirements.
• High attention to detail and the ability to review order documentation for missing information, apparent discrepancies, and outstanding requirements.
• Strong written and verbal communication skills with the ability to communicate professionally with customers, manufacturers' representatives, vendors, and internal departments.
• Ability to proactively identify issues, obtain needed information, follow through on open items, and escalate concerns when appropriate.
• Working proficiency in Microsoft Excel and Word, including accurate data entry, spreadsheets, document formatting, and editing.
• Comfort using Outlook, shared calendars, email, CRM, ERP, and other business software; ability to learn new systems and processes.
• Ability to understand and work within a manufacturing order lifecycle, including the relationship between customer requirements, documentation, production scheduling, and shipment/delivery.
• Customer service skills with the ability to provide clear status updates, manage routine concerns, and maintain professionalism in a fast-paced manufacturing environment.
• Ability to work effectively across multiple departments while maintaining clear role boundaries and appropriate confidentiality.
• Ability to work independently with limited supervision while recognizing matters requiring management review or approval.
• Bilingual English and Spanish is preferred but not required. Education and Experience
• High school diploma or equivalent is required; an associate degree in business, office administration, operations, or a related field is preferred.
• At least three years of experience in sales administration, order coordination, project coordination, customer service, manufacturing administration, or a related role is preferred.
• Prior experience in a manufacturing or fabrication environment is a plus, particularly experience supporting sales orders, production scheduling, shipping/logistics, or customer order management.
• Experience with CRM, ERP, inventory, or order-management software is preferred.

Pay:

$52,000.00 - $62,000.00 per year

Work Location:

In person