OEM Account & Program Coordinator

Rensa Filtration, Inc.; Elk Grove Township (IL); On-site; USD 55,000 - 76,000; Full time

Job summary

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

The role emphasizes organizing customer projects, quotations, purchase orders, samples, forecasts, and internal follow-ups. It requires detail orientation, multitasking across departments, and clear communication with customers and teams such as Sales, Engineering, Quality, and Supply Chain.

Qualifications

• 4+ years in sales support, customer service, or account coordination preferred.
• Experience in manufacturing or technical environments a plus.
• Attention to detail with pricing, part numbers, PO numbers and specs.
• Excellent written and verbal communication; able to work across departments.
• Proficient with Outlook, Excel, Word; ERP/CRM experience preferred; can work independently.

Responsibilities

• Provide day-to-day administrative and sales support to the OEM Sales Director.
• Assist with preparing, submitting, and tracking quotations and RFQs.
• Maintain quote logs and follow up on outstanding quotations and samples.
• Assist with customer purchase orders, pricing verification, MOQs, lead times, and status.
• Track open POs and coordinate updated production and shipping dates.
• Identify delays and communicate internally to address commitments.
• Coordinate customer sample requests and prototype orders.
• Own and maintain customer forecasts; communicate demand to Operations.
• Assist with new product and OEM project coordination from RFQ to production.
• Coordinate with Engineering and Quality on drawings, specs, testing, approvals, and docs.
• Maintain customer pricing, product information, specs, and records.
• Prepare sales reports, opportunity updates, and customer summaries.
• Assist with customer presentations, meetings, and follow-up actions.
• Communicate with customers about routine orders, quotes, samples, and projects.
• Work with Customer Service, Production, Engineering, Quality, and Supply Chain to meet requirements.
• Maintain organized documentation and correspondence for key OEM accounts.
• Follow up on internal and customer action items to keep projects moving forward.

Skills

Organizational skills

Written communication

Verbal communication

Multitasking

Tools

CRM systems

ERP systems

MS Excel

MS Word

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.