Sales Coordinator - NA RESALE

Ravago; Wilton (CT); On-site; USD 36,000 - 48,000; Full time

Job summary

Ravago in Wilton, CT seeks a detail‑oriented Customer Service Administrator to manage order entry, shipping, and billing, serving as the main liaison among Sales, Inventory Coordination, and Product Coordination.

You will coordinate with sales managers and customers to resolve issues, process paperwork, and ensure on‑time invoicing, while maintaining accurate records and supporting Master Data and Tax teams.

Qualifications

• HS Diploma or equivalent required.
• Excellent written and verbal communication skills.
• Proficiency with Ravago Tools and Microsoft Office.
• Minimum of 1 year in Ravago America’s Channel; customer service experience preferred.
• Detail oriented with strong analytical and problem-solving abilities.
• Willingness to adapt in an evolving environment.
• Ability to maintain organization and prioritize tasks.
• Strong teamwork and professional attitude.

Responsibilities

• Order Entry – enter orders into BLUE via Mobile App or manual entry.
• Accurate filing of paperwork via Document Management System (BOL, COA, PO).
• Batch Assignment Requests with Product Coordination or Inventory Coordinators.
• Monitor credit with Credit Manager to ensure customers ship only on approved credit.
• Set up shipment of orders through OTM and coordinate with Transportation group.
• Gather accurate freight rates from carriers and logistics partners.
• Bill orders within 48 hours and send invoices to customers.
• Track railcar, truckload, and bulk shipments; report delays.
• Customer reporting and data analysis as needed.
• Monitor open order and short payment reports.
• Work with Master Data on customer accounts creation.
• Coordinate Sales Tax Exemption Certificates with tax team.
• Enter all customer-related claims with Claims Coordinator.
• All other duties as assigned.

Skills

Customer service

Communication

Detail oriented

Teamwork

Education

HS Diploma or equivalent

College degree preferred

Tools

Microsoft Office

Ravago Tools

Blue ORDER entry system

Job description

Purpose:

• To facilitate all aspects of order process from order entry, shipping, and billing.
• Back up other team members when needed.
• Main point of contact between Sales, Inventory Coordination, and Product Coordination for all issues revolving open orders, inventory inquiries, shipping, and billing.
• Work directly with sales managers and customers to resolve issues, deliver orders, process paperwork.

Areas of Responsibility / Tasks:

Performance must reflect appropriate level of expertise and achievement of the desired results for the items listed below.

• Order Entry – Work with sales force to enter orders into BLUE via Mobile App or manual order entry.
• Accurate filing and creation of paperwork via the Document Management System. (Bill of Lading, Certificate of Analysis, Purchase order, etc.)
• Batch Assignment Requests – Work with Product Coordination or Inventory Coordinators to source material for appropriate orders.
• Monitor credit for accounts – Work with appropriate Credit Manager to ensure customers have proper credit for the orders they are trying to have shipped. Never allow any order on credit hold to ship.
• Set up shipment of orders through OTM and work with the Transportation group to resolve any transportation issues.
• Gather accurate freight rates for sales force, when necessary, from carriers and logistics partners.
• Bill orders within 48 hours and send invoices to customers to ensure on time payment.
• Track railcar, truckload, and bulk truck shipments. Report any delays to the appropriate seller and customer.
• Customer reporting, spreadsheets, volume data, shipment data, as needed or requested.
• Monitor open order reports and short payment reports.
• Work with Master Data on Customer Account maintenance and the creation of new accounts to ensure proper set up.
• Work with sales force on the collection of Sales Tax Exemption Certificates. Ensuring the tax team has the most up to date forms on file.
• Enter all Customer related Claims for all categories: Administration, Delivery, Material or Non-Quality. Work with the Claims Coordinator and ensure all information necessary is provided to complete the claim.
• All other duties as assigned.

Communicates with these contacts: Internal and External:

• Business process owners, Belgium IT Management, ERP Manager, Customer Service Manager, Operations Manager, Business Managers, Sales Coordinators, Product & Inventory Coordinators, Domestic Logistics (CT), Sellers, District Account Managers, Accounts Payable, Accounts Receivable, Credit, IT, and Canadian Entities.

Minimum Qualifications / Education / Experience / Certifications:

1. HS Diploma or equivalent required. College degree preferred.
2. Excellent communication skills, both written and verbal.
3. Above average skills in Ravago Tools, as well as all Microsoft Office programs with the aptitude to quickly learn and understand additional applications.
4. Minimum of 1 year of experience within any Ravago America’s Channel, direct experience within the Customer Service function preferred.
5. Must be detailed oriented with strong analytical skills and exceptional problem-solving abilities.
6. Willingness to adapt in an evolving environment.
7. Ability to maintain high level of organization and prioritization.
8. Innate sense of urgency that provides proactive and consistent work.
9. Natural feel or demonstrated previous experience for coaching, motivating, encouraging and interacting with individuals.
10. Proven ability to work well within a team and promote strong working relationships meanwhile maintaining professional attitude and positive outlook.
11. Effectively maintains discretion.
12. Applicants must be authorized to work in the U.S.

Work Environment / Conditions:

1. Must be comfortable working in a shared space, with constant noise, with/or without the use of a private office.
2. Schedules may vary from week to week based on business demands in excess of 40 hours with or without notice.

Physical Requirements / Demands:

1. While performing the duties of this job, the incumbent is regularly required to communicate verbally, read, and comprehend information, type on a consistent and daily basis.
2. Push, pull, and lift to 20lbs.
3. While performing the duties of this job, the incumbent is regularly required to travel by foot, car, bus, airplane, or other means of transportation which require sitting, waiting, and standing for long and short periods of time.

Acknowledgement:

This job description is not an exhaustive list of areas of responsibility or tasks that an incumbent in this position may be asked to perform. All Employees are required to deliver the desired results intended for their role, at the designated level of knowledge, skill, and ability commensurate with their job title and level within the organization.