Sales Order Processing Coordinator

PRAMAC; Rugby; On-site; GBP 28,000 - 38,000; Full time

Job summary

PRAMAC Generac UK & Ireland is seeking a Sales Order Processing Coordinator in Rugby to manage accurate, timely order processing from receipt to delivery. You will work with Inside Sales, Operations, Logistics and Finance to ensure right-first-time orders and smooth customer experiences.

The role requires strong attention to detail, clear customer communication by phone and email, and ability to coordinate across departments to resolve issues and keep orders on track.

Qualifications

• Experience in sales order processing or sales administration.
• Strong administrative and organisational skills.
• Excellent attention to detail and accuracy.

Responsibilities

• Receive, review and process customer orders accurately and promptly.
• Coordinate orders from receipt through delivery and invoicing; monitor stock and dates.
• Provide timely order acknowledgements and customer updates.

Skills

Order processing

Attention to detail

Customer communication

Multi-tasking

Cross-functional teamwork

Microsoft Office

Tools

Oracle ERP

Salesforce CRM

Job description

Role Purpose

The Sales Order Processing Coordinator is responsible for the accurate and timely processing of customer orders across Pramac Generac UK & Ireland.

Working closely with the Inside Sales Manager, Sales Team, Operations, Logistics, Finance and customers, the role will coordinate orders from initial receipt through to delivery and completion, ensuring information is accurate, customer expectations are managed and internal teams have everything required to fulfil each order successfully. The role is a key link between Sales and Operations and will help ensure we deliver a professional, efficient and right-first-time customer experience.

Key Responsibilities

Sales Order Processing

• Receive, review and process customer purchase orders accurately and promptly.
• Check customer orders against approved quotations, pricing and agreed commercial terms.
• Enter and maintain sales orders within the company ERP system.
• Ensure product specifications, quantities, pricing, discounts, delivery addresses and customer requirements are correctly recorded.
• Identify any discrepancies between purchase orders and quotations and resolve these with the Sales Team or customer before processing.
• Process order amendments, cancellations and other changes accurately.
• Ensure all necessary approvals and supporting documentation are in place.
• Maintain ownership of orders through to successful completion.

Order Coordination

• Coordinate customer orders from receipt through to delivery and invoicing.
• Liaise with Operations, Warehouse and Logistics regarding stock availability, production requirements and delivery dates.
• Monitor outstanding orders and proactively identify potential delays or issues.
• Keep the Inside Sales Manager and relevant Sales Manager informed of any issues that could impact the customer.
• Coordinate delivery requirements and ensure relevant information is communicated to Logistics.
• Support the resolution of order, stock, delivery or documentation issues.
• Ensure completed orders are correctly closed within company systems.

Customer Communication

• Provide customers with order acknowledgements and relevant documentation.
• Keep customers updated regarding order status, availability, lead times and expected delivery dates.
• Respond promptly and professionally to customer order enquiries.
• Proactively communicate any changes or delays that may affect agreed commitments.
• Build positive working relationships with customers and provide a consistently high level of service.
• Work with the Sales Team where commercial or customer relationship intervention is required.

Sales Team Support

• Work closely with the Inside Sales and field-based Sales Teams to ensure orders are processed efficiently.
• Support Sales Managers with order status information and customer updates.
• Ensure all information required to process an order is obtained from the relevant Sales Manager.
• Highlight incomplete, inaccurate or commercially non-compliant orders before they progress.
• Provide visibility of outstanding and upcoming orders to support sales forecasting and planning.

Systems & Data Accuracy

• Maintain accurate sales order and customer information within Oracle and other company systems.
• Ensure pricing, discounts and customer information comply with agreed company policies.
• Maintain accurate records and documentation for each customer order.
• Support accurate reporting, forecasting, invoicing and month-end processes.
• Maintain high standards of data quality and accuracy.
• Support continuous improvement of order processing procedures and systems

Key Relationships

• Inside Sales Manager – UK & Ireland
• Inside Sales Executives
• National Sales Director – UK & Ireland
• Area Sales Managers & Key Account Managers
• Operations & Logistics
• Warehouse
• Finance & Credit Control
• Aftersales & Service
• Customers

Essential

Skills, Experience & Attributes

• Previous experience in sales order processing, sales administration, customer service or a similar coordination role.
• Strong administrative and organisational skills.
• Excellent attention to detail and commitment to accuracy.
• Experience processing customer orders and working with business systems.
• Confident communicating with customers by telephone and email.
• Ability to manage multiple orders and priorities simultaneously.
• Strong written and verbal communication skills.
• Comfortable working across different departments to resolve issues.
• Good working knowledge of Microsoft Office.

Desirable

• Experience using Oracle or a similar ERP system.
• Experience using Salesforce or another CRM system.
• Experience within manufacturing, power generation, energy, rental, plant or industrial equipment.
• Experience working within a business handling physical products, stock and customer deliveries.
• Understanding of the complete order-to-delivery process.

Personal Attributes

• Highly organised and methodical.
• Strong attention to detail.
• Customer-focused.
• Proactive rather than reactive.
• Takes ownership and follows tasks through to completion.
• Comfortable working in a fast-paced environment.
• Calm and solutions-focused when dealing with problems.
• Strong team player.
• Commercially aware.
• Committed to a right-first-time approach.

Measures of Success

Success In The Role Will Be Demonstrated Through

• Accurate and timely processing of customer orders.
• Right-first-time order entry.
• Minimal order errors and credit/rebilling requirements.
• Proactive management of outstanding orders.
• Clear and timely communication with customers and Sales.
• Accurate system and customer data.
• Effective coordination between Sales, Operations, Logistics and Finance.
• Strong customer service and internal stakeholder feedback.

Why This Role Matters

The Sales Order Processing Coordinator plays an important role in turning a successful sale into a successful customer experience. Once an order is received, this role takes ownership of ensuring it is accurate, processed quickly, communicated clearly and delivered as promised. By maintaining strong order discipline and coordinating effectively across the business, the role allows our Sales Team to remain focused on customers and growth while ensuring Pramac Generac consistently delivers on its commitments.