Sales & Leasing Coordinator - Transportation (Onsite)

Vaco; Birmingham (AL); On-site; USD 42,000 - 62,000; Full time

Job summary

Vaco by Highspring in Birmingham, AL invites applications for a Sales & Lease Coordinator to support the sales and leasing of commercial trucks and transportation equipment. You will coordinate transactions from initial inquiry through delivery, ensuring accurate documentation, timely communication, and a smooth customer experience.

The role requires 2+ years in sales coordination or related fields, strong organization and communication skills, and proficiency with Microsoft Office and

Qualifications

• 2+ years of experience in sales coordination, leasing, fleet administration, transportation, automotive, equipment sales, or a related field.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple transactions and deadlines simultaneously.
• Proficiency with Microsoft Office and CRM/accounting systems.
• Strong customer service skills and a professional, solutions-oriented approach.
• Ability to work effectively in a fast-paced, deadline-driven environment.

Responsibilities

• Coordinate truck and equipment sales and lease transactions from quote through delivery.
• Prepare and maintain sales, lease, financing, title, registration, and other transaction documentation.
• Work closely with customers, sales representatives, leasing partners, lenders, and internal teams to ensure transactions move forward efficiently.
• Track orders, lease agreements, deposits, financing approvals, equipment availability, and delivery schedules.
• Coordinate vehicle titles, registrations, tags, insurance documentation, and other required paperwork.
• Maintain accurate customer and equipment records in internal systems.
• Assist sales representatives with quotes, proposals, contracts, and customer follow-up.
• Communicate with customers regarding order status, delivery timelines, documentation requirements, and lease details.
• Coordinate with accounting on invoicing, payments, deposits, and account setup.
• Monitor lease expirations, renewals, returns, and equipment changes.
• Resolve documentation or transaction issues and elevate concerns when necessary.
• Provide administrative support to the sales and leasing team as needed.

Skills

Organization skills

Attention to detail

Communication skills

Multi-tasking

Microsoft Office

CRM/Accounting systems

Customer service

Deadline-driven

Tools

CRM systems

Accounting software

Job description

Sales & Lease Coordinator - Transportation

ONSITE

Position Summary

We are seeking a highly organized and customer-focused Sales & Lease Coordinator to support the sales and leasing process for commercial trucks and transportation equipment. This position will coordinate transactions from initial customer inquiry through delivery, ensuring accurate documentation, timely communication, and a smooth customer experience.

Key Responsibilities

• Coordinate truck and equipment sales and lease transactions from quote through delivery.
• Prepare and maintain sales, lease, financing, title, registration, and other transaction documentation.
• Work closely with customers, sales representatives, leasing partners, lenders, and internal teams to ensure transactions move forward efficiently.
• Track orders, lease agreements, deposits, financing approvals, equipment availability, and delivery schedules.
• Coordinate vehicle titles, registrations, tags, insurance documentation, and other required paperwork.
• Maintain accurate customer and equipment records in internal systems.
• Assist sales representatives with quotes, proposals, contracts, and customer follow-up.
• Communicate with customers regarding order status, delivery timelines, documentation requirements, and lease details.
• Coordinate with accounting on invoicing, payments, deposits, and account setup.
• Monitor lease expirations, renewals, returns, and equipment changes.
• Resolve documentation or transaction issues and elevate concerns when necessary.
• Provide administrative support to the sales and leasing team as needed.

Qualifications

• 2+ years of experience in sales coordination, leasing, fleet administration, transportation, automotive, equipment sales, or a related field.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple transactions and deadlines simultaneously.
• Comfortable working with contracts, financial documents, and customer records.
• Proficiency with Microsoft Office and CRM/accounting systems.
• Strong customer service skills and a professional, solutions-oriented approach.
• Ability to work effectively in a fast-paced, deadline-driven environment.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada: Based on Highspring's discussions with its Client, Highspring's understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (\"we,\" \"our,\" or \"Vaco by Highspring\") respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual's skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.