Sales Coordinator

Woods Machinery; United States; On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Health Insurance

Vision Insurance

Dental Insurance

Paid Time Off

401K Matching

Company Outings

Monthly Lunch

Product Discounts

Referral Bonus

Job summary

Woods Machinery is seeking a detail-oriented Sales Coordinator to support our sales team by ensuring smooth transactions and maintaining accurate sales records. This role focuses on accuracy and efficiency in processing sales orders and coordinating critical sales paperwork.

The successful candidate will manage orders, prepare invoices and financing documents, and collaborate with finance and service teams to keep information current and compliant. A strong office software skillset is essential.

Qualifications

• 2+ years in sales support or coordination.
• Experience with heavy equipment or related industries is a plus.
• Familiarity with intercompany transactions and financing processes.

Responsibilities

• Process and track equipment orders and prepare sales documentation.
• Reconcile intercompany transactions and balance sheet transfers.
• Assist with reconciliations, journal entries, and month-end close.
• Coordinate with finance on customer financing applications.
• Open and track service work orders and ensure timely delivery.
• Collaborate with sales, service, and parts to resolve discrepancies.
• Maintain organized electronic and physical records per standards.
• Provide reporting, data entry, and other admin tasks.

Skills

Attention to detail

Organizational skills

Time management

Customer service

Tools

MS Office

Adobe

DocuSign

Job description

Woods Machinery is seeking a detail-oriented and organized Sales Coordinator to support our sales team by ensuring smooth transactions and maintaining accurate sales records. This pivotal role is essential to our sales department, focusing on accuracy and efficiency in processing sales orders and coordinating critical sales paperwork.

Key Responsibilities:

• Order & Documentation Management : Process and track equipment orders, prepare and maintain all sales documentation (invoices, credit applications, finance/lease documents, titles, purchase orders), and ensure compliance with dealership policies and industry regulations.
• Intercompany & Balance Sheet Transfers : Manage and reconcile intercompany transactions and balance sheet transfers between dealerships, ensuring accuracy and timeliness.
• Accounting Support : Assist with reconciliations, journal entries, expense tracking, and month-end closing activities. Monitor manufacturer programs, rebates, and credits; ensure timely submissions and follow-up on outstanding items.
• Finance Coordination : Serve as liaison with finance partners on customer financing applications, ensuring accuracy and smooth processing.
• Work Order Preparation : Open and track work orders for sold equipment, coordinating with service to ensure timely preparation before delivery.
• Cross-Department Coordination : Collaborate with sales, service, and parts teams to resolve discrepancies, maintain accurate inventory records, and support smooth dealership operations.
• File & Record Management : Maintain organized electronic and physical sales and accounting records in compliance with company and regulatory standards.
• General Administrative Support : Provide reporting, data entry, and other administrative tasks as assigned to support overall dealership operations.

Benefits:

• Monday through Friday work week, no weekends
• Health, vision & dental insurance
• Paid time-off including: Earned Sick Leave, Vacation & Holidays
• 401K Retirement Plan with company matching
• Company outings and monthly lunch
• Discounts offered on products sold by the company
• Referral bonus

Requirements:

• Experience: Minimum 2 years in a sales support or coordination role; experience in heavy equipment, automotive, or related industries is a plus. Basic accounting experience, particularly with intercompany and interdepartmental transactions, is preferred.
• Skills: Excellent attention to detail, strong organizational and time-management skills, and proficiency in Microsoft Office Suite (Word, Excel, Outlook), Adobe & DocuSign.
• Knowledge: Familiarity with sales documentation, invoicing, credit applications, and financing processes.
• Communication: Strong written and verbal communication skills, with a customer-service-oriented approach.
• Teamwork: Ability to collaborate with cross-functional teams in a fast-paced environment.
• Flexible Availability: Willingness to work overtime as business needs arise

About Us:

Woods Machinery is a second-generation family owned business providing equipment sales, rentals, and product support since 1984. We are an industry leading company dedicated to providing exceptional products and support to our customers. We take pride in our commitment to quality, customer satisfaction, and collaborative team environment.

Please visit www.woodsmachinery.com to learn more about us, our products, and services.