OEM Account & Program Coordinator

ADP, Inc.; Elk Grove Village (IL); On-site; USD 67,000 - 88,000; Full time

Job summary

Rensa Filtration in Elk Grove Village, IL, is seeking an OEM Account & Program Coordinator to support the OEM Sales Director and manage the day-to-day needs of our growing OEM customer base. You will coordinate quotes, purchase orders, samples, forecasts, and internal follow-up activities while collaborating with Sales, Engineering, Quality, Customer Service, Production, and Supply Chain teams.

Strong organizational skills and proactive communication are essential to keep projects moving and

Qualifications

• Four or more years of experience in sales support, customer service, account coordination, project coordination, or a similar role.
• Experience in manufacturing, filtration, HVAC, industrial products, or another technical environment is preferred.
• Previous experience supporting OEM customers or coordinating technical products and projects is a plus.
• Experience using ERP and CRM systems is preferred.

Responsibilities

• Provide day-to-day administrative, account, and sales support to the OEM Sales Director.
• Assist with preparing, submitting, and tracking customer quotations and requests for quotations.
• Maintain quote logs and use the CRM system to document and follow up on outstanding quotations, samples, opportunities, and customer requests.
• Assist with processing customer purchase orders and verifying pricing, minimum order quantities, lead times, product information, and order status.
• Track open purchase orders and coordinate with internal teams to obtain updated production and shipping dates.
• Identify potential delays and communicate with the appropriate internal teams 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.
• Support new product and OEM project coordination from the initial request for quotation through production.
• Coordinate with Engineering and Quality regarding drawings, specifications, testing requirements, approvals, and customer documentation.
• Maintain accurate customer pricing, product information, specifications, account records, and correspondence.
• Prepare sales reports, opportunity updates, customer summaries, and other information required by the OEM Sales Director.
• Assist with customer presentations, meetings, and follow-up action items.
• Communicate directly with customers, when appropriate, regarding routine order, quotation, sample, and project updates.
• Work closely with Customer Service, Production, Engineering, Quality, and Supply Chain to ensure customer requirements are clearly communicated and addressed.
• Maintain organized documentation and correspondence for key OEM accounts.
• Follow up consistently on internal and customer action items to ensure projects continue moving forward.
• Support additional OEM sales initiatives and projects as assigned.
• Clearly communicate open issues and elevate concerns when additional support or management involvement is required.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Professional communication

Tools

Microsoft Outlook

Excel

Word

ERP systems

CRM systems

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Elk Grove Village, IL, US

Salary Range: $67,000.00 To $88,000.00 Annually

Location: Elk Grove, IL

Reports to: OEM Sales Director

About Rensa

Rensa Filtration is a family of companies dedicated to air filtration. By investing in innovation and the people who drive it, we manufacture, market, and distribute best-in-class solutions throughout the United States, Canada, and Europe that keep environments safe and industries thriving.

What We Do

We improve the environment by making indoor and outdoor spaces cleaner and eliminating process contaminants through superior products and filtration media.

We drive innovation in air filtration by investing in the people and companies that develop the solutions today’s world demands. We bring these innovative products to market so our customers can provide maximum value and safety to the facilities and businesses they serve.

The OEM Account & Program Coordinator will 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-up activities moving forward. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities. This individual must communicate effectively with customers and collaborate with 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 existing opportunities and customer commitments receive consistent follow-through.

ESSENTIAL POSITION DUTIES & RESPONSIBILITIES

Provide day-to-day administrative, account, and sales support to the OEM Sales Director.

Assist with preparing, submitting, and tracking customer quotations and requests for quotations.

Maintain quote logs and use the CRM system to document and follow up on outstanding quotations, samples, opportunities, and customer requests.

Assist with processing customer purchase orders and verifying pricing, minimum order quantities, lead times, product information, and order status.

Track open purchase orders and coordinate with internal teams to obtain updated production and shipping dates.

Identify potential delays and communicate with the appropriate internal teams 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.

Support new product and OEM project coordination from the initial request for quotation through production.

Coordinate with Engineering and Quality regarding drawings, specifications, testing requirements, approvals, and customer documentation.

Maintain accurate customer pricing, product information, specifications, account records, and correspondence.

Prepare sales reports, opportunity updates, customer summaries, and other information required by the OEM Sales Director.

Assist with customer presentations, meetings, and follow-up action items.

Communicate directly with customers, when appropriate, regarding routine order, quotation, sample, and project updates.

Work closely with Customer Service, Production, Engineering, Quality, and Supply Chain to ensure customer requirements are clearly communicated and addressed.

Maintain organized documentation and correspondence for key OEM accounts.

Follow up consistently on internal and customer action items to ensure projects continue moving forward.

Support additional OEM sales initiatives and projects as assigned.

Clearly communicate open issues and elevate concerns when additional support or management involvement is required.

REQUIRED SKILLS & ABILITIES

Strong organizational and time-management skills, with the ability to manage multiple projects, deadlines, and priorities simultaneously.

Excellent written and verbal communication skills.

Strong attention to detail, particularly when working with pricing, dimensions, part numbers, purchase orders, forecasts, and customer specifications.

Ability to communicate professionally and effectively with customers.

Ability to collaborate across Sales, Customer Service, Production, Engineering, Quality, and Supply Chain.

Ability to work independently, take ownership of follow-up items, and recognize when an issue requires escalation.

Proficiency with Microsoft Outlook, Excel, Word, and other standard business applications.

Experience working with ERP and CRM systems is preferred.

Ability to work effectively in a fast-paced OEM sales and manufacturing environment.

KEY PERFORMANCE INDICATORS KPIs AND DEFINITION OF SUCCESS

Customer requests, quotations, samples, and project updates are completed accurately and on time.

Outstanding quotations and opportunities receive consistent follow-up.

Open purchase orders are proactively monitored, and potential delays are escalated promptly.

Customer forecasts, pricing, product information, and account records remain accurate and current.

Internal and customer action items are documented, assigned, and completed within the expected timeframe.

Customer requirements and commitments are clearly communicated to the appropriate internal departments.

OEM projects continue progressing from the initial request for quotation through production without preventable delays.

The OEM Sales Director receives reliable administrative and program support that allows greater focus on strategic customer relationships, new business development, and revenue growth.

EDUCATION & EXPERIENCE

Four or more years of experience in sales support, customer service, account coordination, project coordination, or a similar role is preferred.

Experience in manufacturing, filtration, HVAC, industrial products, or another technical environment is preferred.

Previous experience supporting OEM customers or coordinating technical products and projects is a plus.

Experience using ERP and CRM systems is preferred.

PHYSICAL REQUIREMENTS

Prolonged periods of sitting at a desk and working on a computer.

Must be able to access and navigate office and production areas as needed.