OEM Account & Program Coordinator

Rensa Filtration; Elk Grove Township (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

Rensa Filtration in the United States is seeking an organized OEM Account & Program Coordinator to support the OEM Sales Director and manage daily needs of the OEM customer base. This role helps move customer projects, quotations, POs, samples, and forecasts, coordinating with Sales, Engineering, Quality, Customer Service, Production, and Supply Chain to ensure on-time follow-through.

A successful candidate is detail-oriented, able to juggle priorities, and communicates effectively with

Qualifications

• 4+ years in sales support or account coordination.
• Experience in manufacturing or technical environments is a plus.
• Strong attention to detail and prioritization.
• Proficient with MS Office and data entry.

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.
• Assist with customer purchase orders, pricing verification, MOQs, lead times, and order status.
• Track open purchase orders and coordinate with production and shipping dates.
• 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 RFQ through production.
• Coordinate with Engineering and Quality on drawings, specs, testing requirements, approvals, and documentation.
• Maintain customer pricing, product information, specs, and account records.
• Prepare sales reports, opportunity updates, and customer summaries for the OEM Sales Director.
• Assist with customer presentations, meetings, and follow-up action items.
• Communicate with customers regarding routine order, quote, sample, and project updates.
• Collaborate with Customer Service, Production, Engineering, Quality, and Supply Chain to ensure clear communication.

Skills

Organizational skills

Communication

CRM proficiency

RFQ coordination

MS Excel

Tools

CRM systems

ERP systems

Job description

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.