Sales coordinator - parts

Apply Job Type Full-time

Description

Parts Sales Coordinator

Location: Remote – West Coast USA Preferred

Department: Parts Sales

Wage Range: $25.00–$30.00 per hour, based on experience

Schedule: Full-time | Monday–Friday

Position Summary

We are seeking a highly organized, detail-oriented Parts Sales Coordinator to support our Parts Sales team and help ensure orders, quotes, invoicing, credits, returns, and customer requests move efficiently from start to finish. This role is responsible for maintaining strong administrative control over the Parts sales process, with a particular focus on order accuracy, estimate follow-up, invoicing, backlog management, credits/RMAs, documentation, and exception resolution.

The ideal candidate is highly proficient in Microsoft Excel, comfortable working with large amounts of data, and able to identify issues before they become customer problems. The Parts Sales Coordinator will work closely with Sales, Parts, Supply Chain, Procurement, Finance, Tactical, and other internal teams. The coordinator will own tracking, follow-up, reporting, and administrative control while salespeople retain responsibility for customer relationships and Procurement retains responsibility for supplier purchase orders and delivery updates.

Key Priorities

• Protect existing orders
• Secure invoicing
• Convert open quotes
• Close credits and administrative issues

The Coordinator will proactively manage and escalate these activities while ensuring customers receive timely and accurate updates.

Key Responsibilities

• Estimate Follow-Up & Conversion
• Order Entry & Order Quality
• Invoicing Control
• Orderbook & Backlog Management
• Credits, Returns, RMAs & Warranty Administration
• Customer & Sales Support
• Documentation & Compliance
• Shipment Coordination
• Customer Account Maintenance
• Reporting, Data Quality & Process Improvement

Required Qualifications

• 2+ years of experience in sales administration, order management, customer service, sales support, or a similar administrative role.
• Strong proficiency in Microsoft Excel, including formulas, filtering, sorting, pivot tables, lookup functions, and data analysis.
• Proficiency with Microsoft Outlook, Word, Teams, and PowerPoint.
• Strong attention to detail and commitment to data accuracy.
• Excellent organization and ability to manage multiple assignments, priorities, and deadlines.
• Strong written and verbal communication skills.
• Strong follow-through, problem-solving, and escalation skills.
• Ability to work independently while contributing effectively to a collaborative team.
• Professional, dependable, proactive, and customer-focused.
• High school diploma or equivalent required; associate or bachelor's degree preferred.

Preferred Qualifications

• Experience working with an ERP, CRM, or order-management system.
• Experience supporting a parts, industrial, marine, power-generation, distribution, or technical sales organization.
• Experience with sales-performance, backlog, invoicing, order-status, or quote-conversion reporting.
• Experience with Microsoft Dynamics 365, Infor SyteLine, or similar business software.
• Experience with Freshdesk or similar ticketing systems.
• Familiarity with export documentation, end-user requirements, or government contracting requirements is a plus.

What Success Looks Like

The successful Parts Sales Coordinator will take ownership of administrative follow-through and ensure that issues do not fall through the cracks. This person will:

• Keep existing customer orders moving.
• Identify and escalate order risks before they impact customers.
• Ensure completed shipments are invoiced promptly.
• Maintain accurate and actionable backlog and quote information.
• Drive timely resolution of credits, RMAs, returns, and other administrative issues.
• Provide Sales with reliable information and follow-up support.
• Keep customer and order documentation complete and organized.
• Produce accurate weekly reporting that gives the team visibility into risks and opportunities.
• Identify recurring problems and help improve processes.

Important Role Boundaries

This position is responsible for tracking, coordination, administrative control, follow-up, and escalation. The Coordinator does not replace the responsibilities of Sales or Procurement.

The Parts Sales Coordinator will not be responsible for:

• Negotiating major pricing decisions.
• Making technical product selections.
• Committing to unverified delivery dates.
• Managing or negotiating supplier purchase orders.
• Taking over Procurement's responsibility for supplier delivery updates.
• Taking ownership of customer relationships that remain the responsibility of Sales.

Work Environment

This is primarily a remote-based position supporting the West Coast USA, with regular computer use and frequent interaction with internal departments and customers. The position operates in a fast-paced, high-volume sales environment where accuracy, responsiveness, organization, and timely follow-through are essential. The ideal candidate enjoys working with data, is highly capable in Excel, takes ownership of administrative tasks, and is comfortable managing multiple priorities while maintaining a high level of attention to detail.

Why Join Us?

This is an opportunity to play a key role in supporting a growing Parts Sales organization. Your work will directly contribute to protecting customer orders, improving quote conversion, accelerating invoicing, reducing administrative aging, and strengthening the overall customer experience.

Equal Opportunity Employer

MSHS PPG is an Equal Opportunity Employer. All employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, military or veteran status, or any other characteristic protected by applicable federal, state, or local laws.

Drug-Free Workplace

MSHS PPG is a Drug-Free Workplace. All offers of employment are contingent on successful completion of a drug and alcohol screening, which may include testing for marijuana in compliance with applicable federal regulations and relevant state labor laws. We understand that marijuana laws vary by state, and our testing policies are designed to ensure compliance with both federal and state requirements where applicable.