Sales Support Coordinator

Integrated Power Services, LLC.; Lewisville, Northern (TX, KY); Hybrid; USD 21,000 - 48,000; Full time

Benefits offered by this job

PTO

401k match

Bonus incentives

Extensive training & career dev

Tuition reimbursement

Medical, dental and vision

EAP

And more!

Job summary

Integrated Power Services, LLC. is seeking a Sales Support Associate to assist our sales and operations teams. You will manage vendor documentation, respond to inquiries, and help with invoicing, A/R, and project setup in NetSuite.

The role requires attention to detail, strong communication, and flexibility with hours. You\'ll collaborate across departments to ensure accurate, timely processing and a smooth project flow, contributing to exceptional customer service.

Qualifications

• Excellent interpersonal skills and ability to build rapport with customers.
• Strong attention to detail and accuracy in documentation.
• Excellent written and verbal communication skills.
• Ability to understand and retain job-related training.
• Flexible with hours, overtime, and some weekend work.
• Proficient in MS Office; experience with NetSuite is a plus.

Responsibilities

• Vendor management: collect documentation such as W9s, OSHA logs, EMR, COI.
• Respond to customer COI requests promptly and accurately.
• Address invoicing, PO, and other transactional inquiries.
• Complete and submit vendor and customer documentation per guidelines.
• Assist accounts receivable by tracking payments and coordinating with finance.
• Prepare T&M and fixed-price job details for invoicing.
• Maintain customer files, including MSAs and NDAs reviews.
• Collaborate with departments to support projects and initiatives.
• Assist in NetSuite project setup with proper documentation.
• Process credit card payments per company procedures.
• Manage vendor POs to ensure smooth materials flow.
• Review terms and contracts for MSAs and NDAs.
• Set up and review projects in NetSuite; coordinate with customers for POs.
• Support month-end close and other administrative tasks.

Skills

Interpersonal skills

Attention to detail

Communication skills

Training comprehension

Flexibility with hours

MS Office proficiency

Tools

MS Office Suite

NetSuite

Job description

Why IPS?

If you're searching for a place where you can grow, continue learning, and make a meaningful impact while still having time for the people and moments that matter most, welcome to Integrated Power Services! We believe your value extends far beyond your job title because the best work comes from people who feel supported, challenged, and fulfilled both professionally and personally. Here, you'll find opportunities to develop your career, work alongside exceptional teammates, and be part of a culture that recognizes that your life is worth just as much as your work—if not more. Because when people thrive, businesses thrive. If that sounds like the kind of place you've been looking for, we invite you to join us!

Benefits:

• Paid Time Off (PTO)
• 401k Employer Match
• Bonus Incentives
• Extensive Training & Career Development Programs
• Tuition Reimbursement Program
• Medical, Dental and Vision plans
• Employee Assistance Program (EAP)
• And more!

Pay Rate Details:

$0 - $35.00

Responsibilities & Expectations:

As a Sales Support Associate at Integrated Power Services, you will play a vital role in supporting our sales and operations teams by managing vendor relationships, handling customer inquiries, and ensuring smooth invoicing and documentation processes. Your work will be crucial in maintaining customer files, processing payments, and coordinating with various departments to ensure efficient project setup and completion. At IPS, we are committed to delivering exceptional power solutions, and as a key member of our team, you will help ensure that our sales support functions are streamlined, accurate, and responsive to customer needs.

• Vendor Management: Coordinate the collection of essential documentation from vendors, including W9 forms, OSHA logs, EMR, and Certificates of Insurance (COI).
• Customer COI Requests: Manage and respond to customer requests for Certificates of Insurance in a timely and accurate manner.
• Inquiry Resolution: Address customer and vendor inquiries related to invoicing, purchase orders (PO), and other transactional matters.
• Document Management: Complete and submit required vendor and customer documentation, ensuring compliance with all necessary standards and guidelines.
• Accounts Receivable Support: Assist in customer collections efforts by tracking outstanding payments and facilitating communication between customers and finance teams.
• Invoicing Support: Prepare Time and Materials (T&M) and Fixed Price job details for invoicing, ensuring accuracy and timely submission.
• Customer File Maintenance: Oversee the creation and maintenance of customer accounts in the system, including credit reviews, terms and conditions (T&C), Master Service Agreements (MSA), and Non-Disclosure Agreement (NDA) reviews.
• Cross Departmental Collaboration: Work closely with various departments, ensuring seamless communication and support for ongoing projects and initiatives.
• Project Setup in NetSuite: Assist in the setup of projects in NetSuite, ensuring proper documentation and alignment with customer agreements.
• Payment Processing: Process credit card payments in accordance with company procedures, ensuring timely and accurate transactions.
• Vendor PO Management: Process and track vendor purchase orders (POs) to ensure the smooth flow of materials and services.
• Reviewing terms and conditions and contracts for MSA’s and NDA’s
• Set-up and review projects in NetSuite
• Work with customers and seller to receive PO for projects
• Responsible for job folder preparation for invoicing
• Assist with month-end closing and other administrative tasks, as needed
• Prepare invoicing for NetSuite

Qualifications and Competencies:

• Excellent interpersonal skills, including the ability to build rapport with current and potential customers
• Critical attention to detail
• Excellent communication skills, both oral and written
• Ability to understand, perform and retain various job-related training
• Flexible with hours, overtime, and some weekend work
• Proficient in MS Office suite

You’ll thrive at IPS if you…

• Lead with integrity and prioritize safety. You demonstrate high standards and commit to a safe, ethical workplace.
• Value teamwork and accountability. You work well with others, take responsibility, serve others, and deliver on your commitments.
• Focus on the customer. You are dedicated to providing an unmatched customer experience and exceeding expectations.
• Have an entrepreneurial spirit. You’re proactive, innovative, and thrive in a fast-paced environment.
• Communicate effectively and with purpose. You keep everyone informed with clear, concise communication.
• Stay curious and love to learn. You continuously seek new knowledge and grow personally and professionally.

Who We Are:

At IPS, we're committed to empowering you to make a meaningful impact. As the industry's leading and fastest-growing service provider, IPS offers single-source electromechanical and power management solutions to enhance the reliability of critical infrastructure across North America and the United Kingdom. We serve over 40,000 essential customer locations, from renewable energy pioneers to hospitals, manufacturers, and municipalities, helping them avoid costly downtime and ensure mission-critical operations.

When you join IPS, you're joining a team that's revolutionizing equipment and process reliability across diverse sectors, from power generation to petrochemicals, and beyond. You'll learn from industry experts, grow alongside a talented workforce, and be part of a company that is built on the Shared Values of Safety, Integrity, Teamwork, Accountability, Customer Focus, and Entrepreneurial Spirit.

IPS is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, or veteran status.

Any offer of employment is contingent upon the successful completion of a background and driving record investigation. As a federal contractor, our company is committed to maintaining a safe and drug-free workplace. Candidates for this position are required to complete a pre-employment drug screen successfully. The drug screening process will include testing for substances that may impair one's ability to perform the job safely and effectively.