Purchasing and Sales Support Coordinator

Kirby Smith; Oklahoma City (OK); On-site; USD 48,000 - 64,000; Full time

Benefits offered by this job

Comprehensive Benefits Package

401K Plan with Company Match

Generous PTO Package

Paid Training

Growth Opportunities

Health and Wellness

Family-Owned and Operated

Job summary

Kirby-Smith Machinery, Inc. in Oklahoma City seeks a Purchasing and Sales Support Coordinator to drive program leadership for Governmental and Utility initiatives and coordinate priorities across assigned lines and managers.

You will support post-sale processes for Takeuchi equipment and ensure accurate orders, registrations, and documentation. This role partners with the Director of Governmental and Utility to align purchasing, sales, and manufacturer programs, manages credits and

Qualifications

• Bachelor's degree preferred and 3+ years in a sales-related environment.
• 2+ years of experience in the heavy equipment industry preferred.
• Strong interpersonal and communication skills.
• High attention to detail with pricing, credits, rebates, and documentation.
• Proficiency with Microsoft Office applications including Outlook, Excel, Word, and Teams.

Responsibilities

• Coordinate priorities across purchasing, sales, and manufacturer programs.
• Administer registrations, credits, claims, and post-sale documentation.
• Manage open orders, pricing, and invoicing validations with accuracy.
• Produce monthly reporting on outstanding program claims and aging items.
• Support alignment with the Director of Governmental and Utility through regular check-ins.
• Travel locally as required and maintain consistent on-site attendance.

Skills

Interpersonal skills

Communication skills

Attention to detail

Microsoft Office

Travel ability

Education

Bachelor's degree

Tools

Outlook

Excel

Word

Teams

Job description

Who We Are

Kirby-Smith Machinery, Inc. is a leading distributor of heavy equipment and cranes in the central United States. We are at the forefront of today's construction industry growth and have several exciting job opportunities for talented, energized professionals across the region who want to join our #WeAre1KirbySmith family.

Purchasing and Sales Support Coordinator Benefits

• Above-average Industry Pay
• Comprehensive Benefits Package (including Medical/Dental/Vision)
• 401K Plan with Company Match
• Generous PTO Package/Paid Holidays
• Health and Wellness
• Short/Long Term Disability
• Growth Opportunities
• Paid Training
• Family-Owned and Operated

Purchasing and Sales Support Coordinator Position Purpose

Responsible for providing program leadership and operational support for Governmental and Utility initiatives. Partners with the Director of Governmental and Utility to coordinate priorities across assigned lines and managers, administer manufacturer programs, and support the post-sale process for assigned equipment lines, including Takeuchi. Ensures equipment orders, registrations, customer handoffs, claims, credits, program deadlines, and related documentation are accurate and complete.

Purchasing and Sales Support Coordinator Essential Functions

• Communicates and supports the Kirby Smith vision and core values of One Mission, One Team, One Plan, One Goal
• Serves as an execution partner to the Director of Governmental and Utility by translating priorities into actionable plans and maintaining an operating cadence through monthly check-ins with line managers
• Independently assesses the status and progress of assigned lines and managers during monthly check- ins and determines which issues require escalation to the Director
• Drives alignment across purchasing, sales, and manufacturer program functions by facilitating decision- making, documenting outcomes, and escalating issues with recommendations
• Manages risk related to program compliance, registration deadlines, and credit and claim timelines and recommends corrective actions for discrepancies
• Develops and maintains project tracking for milestones, program deadlines, and outstanding items across assigned lines and connects outcomes to claim recovery rates and program compliance
• Executes machine and attachment orders as directed by management
• Maintains accurate open-order tracking and follows up on outstanding order confirmations
• Validates OEM order confirmations, machine pricing, and related program requirements
• Validates and routes incoming machine invoices for processing
• Monitors inventory aging, program dates, TOPS requirements, cash-in-lieu opportunities, and other time- sensitive manufacturer requirements
• Completes warranty registrations and Other required manufacturer and customer registrations
• Creates K-MOG packets at the point of sale Initiates and coordinates the appropriate PSSR handoff
• Tracks completion of required post-sale registrations and documentation
• Monitors Kirby-Smith inventory for required registrations and submits registrations as needed
• Tracks expected manufacturer credits from application through receipt
• Coordinates with Accounting regarding appropriate holding accounts and credit-posting processes
• Matches received OEM credits to the related claim and retail transaction
• Reconciles expected program dollars to actual credits received
• Researches discrepancies, rejected claims, missing credits, and incomplete applications
• Confirms all applicable registrations, programs, credits, and customer handoffs are complete before transaction closeout
• Provides monthly reporting on outstanding program claims, credits, aging items, and unresolved exceptions
• Works with the Director of Governmental and Utility to organize and conduct monthly meetings with key leaders
• Consistent and reliable on-site attendance
• Performs other job-related duties as assigned

Purchasing and Sales Support Coordinator Minimum Qualifications

• Bachelor's degree preferred
• Three or more years of experience in a sales-related environment; purchasing experience preferred
• Two or more years of experience in the heavy equipment industry preferred
• Strong interpersonal and communication skills
• High attention to detail and ability to work with pricing, credits, rebates, program requirements, and transactional documentation
• Proficiency with Microsoft Office applications, including Outlook, Excel, Word, and Teams
• Ability to travel as required

Purchasing and Sales Support Coordinator Physical Requirements

• Lifting or carrying up to 25 pounds without assistance
• The ability to drive locally and to sit for long periods

Please Note: This position is considered safety sensitive.

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.