Ford Pro Sales Operations Coordinator

Anderson Ford Woody Inc.; Huntsville (AL); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health Insurance

Life Insurance

401(k) Plan

Paid Vacation

Paid Holidays

Paid Training

Work-Life Balance

Professional Development

Employee Discounts

Family-Friendly Culture

Career Growth

Job summary

Woody Anderson Ford is seeking an Operations Coordinator to support Ford Pro fleet services. You will keep commercial units moving from arrival through up-fit and delivery, maintaining a clear status for each vehicle and coordinating the next hand-off.

The role blends lot and road duties with scheduling, paperwork, and dealership systems, requiring strong organization, communication, and teamwork across sales, fleet, service, and finance.

Qualifications

• High school diploma or the equivalent.
• Previous automotive experience preferred, but not required.
• Dealership, fleet, logistics or commercial vehicle preferred.
• Strong communication, interpersonal and customer service skills.
• Confidence driving full-size trucks, vans, and chassis cabs.
• Strong organization and follow-through across multiple vehicles, dates, documents, and people.
• Effective using email, spreadsheets, smartphone photos, and dealership systems.
• DMS or CRM experience preferred.

Responsibilities

• Maintain a current status, location, owner, next step, and target delivery date for incoming, in-stock, at up-fitter, in-transit, and sold-not-delivered commercial units.
• Review the status list daily with the Ford Pro team; flag missing information, delays, stop-sales, and decisions needed from a manager.
• Coordinate hand-offs among sales, fleet ordering, service, up-fitters, finance, and customers. Follow up until each assigned next step is complete.
• Inspect arrivals for damage; take walk-around photos and video; verify the build and up-fit against the order; and route units for pre-delivery inspection.
• Track up-fit appointments, estimated completion, ship-thru status, documentation, and return dates. Shuttle vehicles to local up-fitters when needed.
• Prepare and maintain window stickers, up-fit addenda, and supporting vehicle documents, with manager review where required.
• Track missing deal jacket and fleet paperwork, tags, titling items, and delivery prerequisites; follow up with the responsible team member and elevate delays.
• Schedule customer pickups and deliveries with the salesperson, finance, service, up-fitter, and customer; confirm that the vehicle and documents are ready before release.
• Prepare vehicles for hand-off, deliver or pick them up when assigned, walk customers through equipment, and help with Ford Pro software and telematics enrollment.
• Record delivery milestones and customer follow-up tasks in the team’s systems. Sales and finance staff retain responsibility for pricing, contracts, credit, and closing.
• Walk the commercial lot, organize units by status and body style, manage keys, and reconcile physical inventory with dealership records.
• Check stored units for battery, tire, fuel, recall, and stop-sale issues; route service work to the appropriate team.
• Keep vehicles presentable for showings and deliveries.
• Photograph up-fitted units, write accurate descriptions of their equipment and features for website listings, and coordinate listing updates with marketing.

Skills

Communication

Customer Service

Organization

Multitasking

Driving large vehicles

Education

High school diploma or equivalent

Tools

DMS/CRM systems

Job description

Our mission is simple: to create an uncommonly exceptional experience for guests’ automotive needs. Woody Anderson Ford was founded in 1961 on the principles of integrity, accountability, and teamwork. We are a locally owned dealership with a family friendly culture.

What We Offer

• Health Insurance with Optional Vision and Dental Insurance
• Employer Provided Life Insurance
• 401(k) Savings Plan with Employer Match
• Closed on Sundays
• Paid Vacation and Sick Leave
• Paid Company Holidays
• Paid Training
• Work-Life Balance
• Ongoing Professional Development
• Employee Discounts
• Family-Friendly and Inclusive Team Culture
• Career Growth and Internal Promotions

Job Overview

Our Ford Pro Sales team supports contractors, municipalities, utilities, and fleets across North Alabama. The Operations Coordinator keeps commercial vehicles and vehicle purchases moving from arrival through up-fit and delivery. The Coordinator maintains a reliable picture of each vehicle’s status, coordinates the next hand-off, and handles the hands‑on work needed to make units ready for customers. The work combines lot and road duties with scheduling, paperwork, and dealership systems.

Key Responsibilities

Vehicle Tracking and Coordination

• Maintain a current status, location, owner, next step, and target delivery date for incoming, in‑stock, at up‑fitter, in‑transit, and sold‑not‑delivered commercial units.
• Review the status list daily with the Ford Pro team; flag missing information, delays, stop‑sales, and decisions needed from a manager.
• Coordinate hand‑offs among sales, fleet ordering, service, up‑fitters, finance, and customers. Follow up until each assigned next step is complete.

Incoming Vehicles and Up‑fits

• Inspect arrivals for damage; take walk‑around photos and video; verify the build and up‑fit against the order; and route units for pre‑delivery inspection.
• Track up‑fit appointments, estimated completion, ship‑thru status, documentation, and return dates. Shuttle vehicles to local up‑fitters when needed.
• Prepare and maintain window stickers, up‑fit addenda, and supporting vehicle documents, with manager review where required.

Deal and delivery support

• Track missing deal jacket and fleet paperwork, tags, titling items, and delivery prerequisites; follow up with the responsible team member and elevate delays.
• Schedule customer pickups and deliveries with the salesperson, finance, service, up‑fitter, and customer; confirm that the vehicle and documents are ready before release.
• Prepare vehicles for hand‑off, deliver or pick them up when assigned, walk customers through equipment, and help with Ford Pro software and telematics enrollment.
• Record delivery milestones and customer follow‑up tasks in the team’s systems. Sales and finance staff retain responsibility for pricing, contracts, credit, and closing.

Lot and vehicle readiness

• Walk the commercial lot, organize units by status and body style, manage keys, and reconcile physical inventory with dealership records.
• Check stored units for battery, tire, fuel, recall, and stop‑sale issues; route service work to the appropriate team.
• Keep vehicles presentable for showings and deliveries.
• Photograph up‑fitted units, write accurate descriptions of their equipment and features for website listings, and coordinate listing updates with marketing.

Qualifications

• High school diploma or the equivalent
• Previous automotive experience preferred, but not required
• Dealership, fleet, logistics or commercial vehicle preferred
• Strong communication, interpersonal and customer service skills
• Confidence driving full‑size trucks, vans, and chassis cabs
• Strong organization and follow‑through across multiple vehicles, dates, documents, and people.
• Effective using email, spreadsheets, smartphone photos, and dealership systems
• DMS or CRM experience preferred
• Professional communication with business customers and internal teams
• Ability to work on Saturdays, when necessary
• Ability to work in an outdoor environment
• Ability to lift up to 50 pounds
• Valid driver's license and acceptable driving record

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.