Sales Coordinator

2 days ago

Calgary, Alberta, Canada Robert Half Full time

Position Overview

The Office & Sales Administration Coordinator supports day-to-day office operations and provides administrative assistance to the Internal Sales team. This role ensures smooth order processing, effective communication with customers and internal stakeholders, and accurate coordination of sales, shipping, and inventory activities.

General Responsibilities

  • Perform reception and general office duties, including maintaining adequate office supply levels.
  • Serve as a trained backup for Internal Sales team functions during absences or peak periods.
  • Support the Internal Sales team by ensuring accurate and timely processing of customer orders.
  • Assist with sales order entry based on approved quotations.
  • Complete special projects and other duties as assigned by the supervisor.

Office Administration Responsibilities

  • Answer and route incoming telephone calls in a professional manner.
  • Receive, open, and distribute incoming mail and other materials.
  • Provide general administrative support to the office as required.

Sales Administration Responsibilities

  • Perform general sales administration duties, including filing, invoice distribution, and managing external invoicing platforms.
  • Process customer orders accurately and coordinate shipping dates.
  • Liaise with production teams to align sales orders with plant schedules and communicate ship dates and updates to customers.
  • Identify and report pricing discrepancies to the Sales Administration Manager.
  • Monitor shared sales email inboxes, ensuring complete and accurate capture of customer information.
  • Assist in developing and maintaining shipping schedules in coordination with Operations and shipping/receiving teams.
  • Track shipments to ensure on-time delivery and resolve issues as needed.
  • Ensure all documentation, schedules, and communications are properly filed in the designated document repository.
  • Maintain spreadsheets to track shipment volumes and support month-end accounting.
  • Communicate regularly with Finance regarding credit memos and related matters.
  • Maintain accurate warehouse location and inventory records and authorize shipment releases as required.
  • Support ongoing maintenance of CRM systems and sales automation tools.
  • Escalate issues to appropriate teams or individuals to ensure timely resolution.
  • Perform other related duties as assigned.

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