Internal Sales Coordinator

Astrophysics Inc.; California (MO); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

401K match

Paid holidays

Job summary

Astrophysics Inc. in City of Industry, CA, seeks an Internal Sales Coordinator to support order management for standard and customized x-ray security systems.

You will coordinate with engineering, planning, production, logistics, and sales to ensure accurate quotes, timely orders, and clear customer communication. Responsibilities include tracking orders and backlog, supporting sales visits and events, and maintaining records in ERP/CRM systems.

Qualifications

• Bachelor’s degree in business administration, supply chain, operations, communications, or related field is required.
• 1–2 years of experience in sales coordination, order processing, customer service, or related role preferred.
• Experience using ERP, CRM, order entry, or customer database systems preferred.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Strong attention to detail, organization, follow-up, and ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Bilingual English/Spanish skills preferred.

Responsibilities

• Process customer orders from quotation through shipment, including quotes, purchase orders, order confirmations, and backlog updates.
• Review customer orders against quotations to confirm pricing, terms, product configuration, quantities, accessories, and other details.
• Coordinate standard and customized orders with engineering, planning, purchasing, production, logistics, and other departments as needed.
• Confirm lead times, parts availability, production timing, customization requirements, order status, and shipment expectations.
• Track open orders and communicate updates, delays, and shipment information to customers and internal teams.
• Participate in backlog and operations meetings to convey customer priorities and ensure satisfaction.

Skills

Sales coordination

Order processing

Customer service

Multitasking

Education

Bachelor’s degree in business administration / related field

Tools

ERP systems

CRM systems

Microsoft Office

Job description

Astrophysics Inc. is a global leader in X-Ray security inspection systems, dedicated since 2002 to making the world safer through advanced screening technology. Our systems protect critical infrastructure in over 150 countries, serving airports, government buildings, military bases, and more. We are a fast-growing, dynamic company seeking an Internal Sales Coordinator to join our headquarters in City of Industry, CA.

Job Summary

The Internal Sales Coordinator supports the sales and order management process for standard and customized x-ray security inspection systems. This role requires strong attention to detail, timely communication, and the ability to coordinate customer orders, sales support needs, and internal follow-up across multiple departments.

Essential Functions

• Process customer orders from quotation through shipment, including quotes, purchase orders, order confirmations, accessory logs, ERP sales orders, backlog updates, and customer files.
• Review customer purchase orders against approved quotations to confirm pricing, terms, product configuration, quantities, accessories, and other order details are accurate.
• Coordinate standard and customized orders with engineering, planning, purchasing, production, logistics, and other departments as needed.
• Help confirm lead times, parts availability, production timing, customization requirements, order status, and shipment expectations.
• Track open orders and communicate order updates, delays, urgent priorities, and shipment information to customers, sales personnel, agents, and internal teams.
• Participate in backlog and operations meetings to communicate customer priorities, sales concerns, urgent order needs, and potential customer satisfaction issues.

Sales Administration and Communication

• Compile order, backlog, and sales activity updates as required.
• Monitor company sales email, sales opportunity databases, tender websites, and related platforms for incoming inquiries or potential opportunities.
• Document, track, and route leads, inquiries, and opportunities to the appropriate sales personnel based on territory, customer type, or opportunity type.
• Support customer visits, product demonstrations, dealer meetings, and sales-related events by coordinating meals, tours, transportation, lodging, meeting logistics, and related hospitality needs.
• Communicate professionally and courteously to support customer satisfaction and timely follow-up.

Education and Experience

• Bachelor’s degree in business administration, supply chain, operations, communications, or a related field required.
• 1 to 2 years of experience in sales coordination, order processing, customer service, or a related role preferred.
• Experience using ERP, CRM, order entry, or customer database systems preferred.
• Proficiency with Microsoft Office, including Word, Excel, and Outlook.
• Strong attention to detail, organization, follow-up, and ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Proactive approach to resolving issues and keeping orders moving.
• Bilingual English/Spanish skills preferred.

Position Type / Expected Hours of Work

• Non-exempt
• Hours: 8:00AM to 5:00PM
• (Hours subject to change depending on the needs of the Business)

Benefits & Perks

• Excellent medical, dental and vision benefits
• 401K plan with 4% employer match
• 11 paid holidays, 10 PTO days
• Free donuts on Fridays, company luncheons and year end party!

Be part of a meaningful security mission with opportunities for personal and professional growth and development. Join our Astrophysics family today!

Equal Opportunity Employer

Astrophysics Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. For accommodation requests, please contact Human Resources at [phone].