Parts Business Coordinator

ASTEC; Chattanooga (TN); On-site; USD 36,000 - 52,000; Full time

Job summary

ASTEC is seeking a Parts Sales & Business Coordinator to provide essential office and customer account support. The role involves handling calls, maintaining records, processing changes, and supporting reports and shipping-related tasks as part of a collaborative Parts Sales team.

Ideal candidates will have strong communication, organization, and multitasking abilities, with experience in ERP/CRM systems. This on-site role supports a fast-paced, professional office environment.

Qualifications

• High school diploma or equivalent.
• 2+ years of experience in office operations, customer service, business support, sales support, or a related role.
• Proficiency in Microsoft Outlook, Excel, Word, and other business systems.
• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Responsibilities

• Answer, screen, and direct incoming telephone calls in a professional and timely manner.
• Take and relay messages to appropriate team members.
• Monitor shared email inboxes and respond to or route requests as needed.
• Process customer account changes, including updates to customer information, contacts, billing details, and account maintenance requests.
• Run credit reports and collect supporting documentation for new customer account applications.
• Set up new customer accounts and maintain accurate customer records within company systems.
• Provide administrative and operational support to the Parts Sales team.
• Coordinate communication and information flow between customers, sales representatives, and internal departments.
• Assist with special projects and process improvement initiatives that support business objectives.

Skills

Organizational skills

Attention to detail

Verbal and written communication

Multitasking

Team collaboration

Problem solving

Education

High school diploma or equivalent

Tools

Microsoft Outlook

Excel

Word

Job description

Position Summary

The Parts Sales & Business Coordinator provides essential operational support to the Parts organization through customer account administration, office coordination, document management, and business process support. This role serves as a primary point of contact for incoming communications, maintains customer account records, supports accounting-related activities, and ensures efficient execution of daily business operations.

Essential Responsibilities

• Answer, screen, and direct incoming telephone calls in a professional and timely manner.
• Take and relay messages to appropriate team members.
• Monitor shared email inboxes and respond to or route requests as needed.
• Process customer account changes, including updates to customer information, contacts, billing details, and account maintenance requests.
• Run credit reports and collect supporting documentation for new customer account applications.
• Set up new customer accounts and maintain accurate customer records within company systems.
• Provide administrative and operational support to the Parts Sales team.
• Coordinate communication and information flow between customers, sales representatives, and internal departments.
• Assist with special projects and process improvement initiatives that support business objectives.

Customer & Business Support

• Answer, screen, and direct incoming telephone calls in a professional and timely manner.
• Take and relay messages to appropriate team members.
• Monitor shared email inboxes and respond to or route requests as needed.
• Process customer account changes, including updates to customer information, contacts, billing details, and account maintenance requests.
• Run credit reports and collect supporting documentation for new customer account applications.
• Set up new customer accounts and maintain accurate customer records within company systems.

Parts & Sales Operations Support

• Provide administrative and operational support to the Parts Sales team.
• Coordinate communication and information flow between customers, sales representatives, and internal departments.
• Assist with special projects and process improvement initiatives that support business objectives.

Document Management

• Scan, organize, and electronically file business documents.
• Accurately label and index documents to ensure they are searchable and easily retrievable.
• Maintain document organization and compliance with company record retention practices.

Freight Accounting & Reporting Support

• Review shipping reports for accuracy and completeness.
• Apply appropriate coding to shipping-related transactions and documentation.
• Partner with Accounting to resolve discrepancies and ensure proper recordkeeping.
• Maintain supporting documentation for reporting and audit purposes.

Office Operations

• Order and maintain office supplies and materials.
• Create and coordinate FedEx shipments and other business-related deliveries.
• Support general office operations to ensure an efficient and professional work environment.
• Assist visitors, employees, and business partners as needed.

Qualifications

Required

• High school diploma or equivalent.
• 2+ years of experience in office operations, customer service, business support, sales support, or a related role.
• Proficiency in Microsoft Outlook, Excel, Word, and other business systems.
• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Preferred

• Experience with ERP, CRM, or customer account management systems.
• Experience processing customer account setups and credit applications.
• Familiarity with shipping, logistics, or accounting support functions.
• Experience supporting a sales organization.

Key Competencies

• Customer Focus
• Organization & Prioritization
• Attention to Detail
• Communication Skills
• Problem Solving
• Accountability
• Team Collaboration
• Professionalism & Confidentiality