OEM Account & Program Coordinator

Rensa-Filtration; Elk Grove Township (IL); On-site; USD 52,000 - 78,000; Full time

Job summary

Rensa-Filtration is seeking an organized OEM Account & Program Coordinator to support the OEM Sales Director and manage day-to-day needs of the OEM customer base.

The role involves handling quotations, RFQs, purchase orders, samples, forecasts, and internal follow-ups across Sales, Engineering, Quality, Customer Service, Production, and Supply Chain teams.

Qualifications

• 4+ years of sales support or account coordination experience.
• Experience in manufacturing or technical environments is a plus.
• Strong organizational skills with the ability to manage multiple projects and priorities.
• Excellent written and verbal communication skills.
• Proficient with Microsoft Outlook, Excel, Word and other standard business applications.
• Experience with ERP and CRM systems preferred.

Responsibilities

• Provide day-to-day administrative and sales support to the OEM Sales Director.
• Assist with preparing, submitting, and tracking customer quotations and RFQs.
• Maintain quote logs and follow up on outstanding quotations, samples, and customer requests using our CRM.
• Assist with customer purchase orders, pricing verification, MOQs, lead times, and order status.
• Track open purchase orders and coordinate with internal teams to obtain updated production and shipping dates.
• Identify potential delays and communicate internally to ensure customer commitments are addressed proactively.
• Coordinate customer sample requests and prototype orders.
• Own and maintain customer forecasts and communicate anticipated demand to Operations and Supply Chain.
• Assist with new product and OEM project coordination from initial RFQ through production.
• Coordinate with Engineering and Quality on drawings, specifications, testing requirements, approvals, and customer documentation.
• Maintain organized documentation and account records for key OEM accounts.
• Prepare sales reports, opportunity updates, customer summaries, and other information needed by the OEM Sales Director.
• Assist with customer presentations, meetings, and follow-up action items.

Skills

Sales support

Customer service

Project coordination

Communication skills

MS Excel

ERP/CRM systems

Tools

CRM software

ERP software

MS Office

Job description

OEM Account & Program Coordinator

Position Summary

We are seeking a highly organized, proactive OEM Account & Program Coordinator to provide direct support to the OEM Sales Director and help manage the day-to-day needs of our growing OEM customer base.

This position will play an important role in keeping customer projects, quotations, purchase orders, samples, forecasts, and internal follow-ups moving forward. The ideal candidate is detail-oriented, comfortable working with multiple priorities, and able to communicate effectively with customers as well as internal Sales, Engineering, Quality, Customer Service, Production, and Supply Chain teams.

This role is designed to allow the OEM Sales Director to remain focused on strategic customer relationships, new business development, and revenue growth while ensuring that existing opportunities and customer commitments receive consistent follow-through.

Key Responsibilities

• Provide day-to-day administrative and sales support to the OEM Sales Director.
• Assist with preparing, submitting, and tracking customer quotations and RFQs.
• Maintain quote logs and follow up on outstanding quotations, samples, and customer requests while using our CRM to ensure proper recordkeeping.
• Assist with customer purchase orders, pricing verification, MOQs, lead times, and order status.
• Track open purchase orders and work with internal teams to obtain updated production and shipping dates.
• Help identify potential delays and communicate internally to ensure customer commitments are addressed proactively.
• Coordinate customer sample requests, prototype orders.
• Own and maintain customer forecasts and communicate anticipated demand to Operations and Supply Chain.
• Assist with new product and OEM project coordination from initial RFQ through production.
• Coordinate with Engineering and Quality on drawings, specifications, testing requirements, approvals, and customer documentation.
• Help maintain customer pricing, product information, specifications, and account records.
• Prepare sales reports, opportunity updates, customer summaries, and other information needed by the OEM Sales Director.
• Assist with customer presentations, meetings, and follow-up action items.
• Communicate directly with customers when appropriate regarding routine order, quote, sample, and project updates.
• Work closely with Customer Service, Production, Engineering, Quality, and Supply Chain to ensure customer requirements are clearly communicated.
• Maintain organized documentation and correspondence for key OEM accounts.
• Follow up on internal and customer action items to ensure projects continue moving forward.
• Support additional OEM sales initiatives and projects as needed.

Qualifications

• 4+ years of experience in sales support, customer service, account coordination, project coordination, or a similar role preferred.
• Experience in manufacturing, filtration, HVAC, industrial products, or another technical environment is a plus.
• Strong organizational skills with the ability to manage multiple projects and priorities simultaneously.
• Excellent written and verbal communication skills.
• Strong attention to detail, particularly when working with pricing, dimensions, part numbers, purchase orders, and customer specifications.
• Comfortable communicating with customers and working across multiple internal departments.
• Proficient with Microsoft Outlook, Excel, Word, and other standard business applications.
• Experience working with ERP and CRM systems is preferred.
• Ability to work independently, take ownership of follow-up items, and recognize when an issue requires escalation.

What Success Looks Like

The successful candidate will become a key partner to the OEM Sales Director by helping ensure that customer requests are responded to quickly, quotations and projects are followed through to completion, open orders are proactively monitored, and internal action items do not fall through the cracks.

This position requires someone who is comfortable taking ownership, following up consistently, and helping create structure in a fast-moving OEM sales environment.