Associate Sales Coordinator

Description:

BASIC FUNCTION

As the Associate Sales Coordinator, your role is to facilitate communication and maintain a strong relationship between the customer and the factory for our Power Generation Sales group. This role handles every phase of a sales order to include ordering, production, shipping and invoicing, This Associate Sales Coordinator also involves providing excellent customer service, keeping stakeholders informed about order status, acting as a bridge between the customer and the factory, and adhering to the department's policies and procedures.

Kohler Energy is now Rehlko!
Rehlko, one of the largest power generator manufacturers in the world, has delivered energy solutions worldwide since 1920. Rehlko offers power generation equipment for residential, industrial, mobile and marine applications as well as automatic transfer switches, switchgear, monitoring controls and accessories. For more information about Rehlko, please visit our website at: www.kohlerenergy.com/rehlko

Associate Sales Coordinator, responsibilities include:

Customer Service: Provide a high level of customer service to both distributors and Direct Accounts. Respond promptly to inquiries and address any concerns or issues they may have. Ensure that customer satisfaction is maintained by effectively resolving problems and providing accurate information.
Order Status: Communicate directly with distributors and Direct Accounts to provide timely updates on the status of their orders. Keep them informed about any changes, delays, or other relevant information regarding their orders. Act as a point of contact for order-related inquiries and provide necessary assistance.
Liaison Role: Serve as a liaison between the distributor and the factory. Relay important information, requirements, or specifications from the distributor to the factory, and vice versa. Facilitate smooth communication and collaboration between both parties to ensure efficient order processing and delivery.
Policy and Procedure Adherence: Apply the department's policies and procedures consistently to maintain operational efficiency and ensure compliance. Familiarize yourself with the established guidelines and protocols and ensure that they are followed in all interactions with distributors and Direct Accounts
Process incoming orders quickly and accurately. Check the bill of material for factory changes. Internal Communication: For internal & partner use only. Hold quote pricing and discounts. Set lead times for delivery. Set up the order to reflect customers' shipping and billing preferences.
Create deliveries and shipments when the system does not generate or requires consolidation. Create air shipments.
Maintain various reports: Orders pending processing list. Production note updates. Customer inquiry logs. Shipping status reports. Complaint tracking reports. Any other assigned reports.
Resolve invoice issues promptly, including credit requests and customer deductions.
Learn to look up and use information in the Rehlko/Kohler Power Systems Enterprise System (SAP), including sales orders, schedules, production, shipping, and invoices.
Follow up at least weekly on all assigned distributors' open orders and provide timely updates about order status changes.
Understand and use customer service reference documents: ISO procedures, Product dimension sheets, product specification sheets, Price lists, Inventory reports and lead-time reports.
Administer policies related to pricing, order entry, order change, order status inquiry, and other policies in the Sales Administration Department.
Learn the responsibilities of coworkers to provide backup in their absences.
Prepare and submit field complaints as required to document field problems.
Create custom invoices for national accounts and comply with other special handling requirements, which may include working in vendor portals.
Perform other related duties as assigned.
Create air shipments when necessary.
Expand knowledge and proficiency in using the SAP system.
Utilize customer service reference documents effectively.
Handle and resolve invoice issues, including credit requests and customer deductions.
Follow up with distributors regularly and provide order status updates.
Assist in preparing and submitting field complaints to document problems.
Generate custom invoices for national accounts and adhere to special handling requirements.
Support coworkers by understanding their responsibilities and providing backup when needed.
Skills/Requirements

College degree or an associate degree is preferred for the position or equivalent experience will also be considered.
Background in make-to-order manufacturing preferred
Experience in sales and/or customer service preferred.
Strong Microsoft Office (Outlook, Word, Excel, Teams, Smartsheet’s and Access) experience preferred.
Strong written and oral communication skills preferred.
Ability to prioritize and handle multiple pressing priorities required.
Team player attitude required
Self-driven, growth mindset preferred
Strong problem-solving and multi-tasking skills required.
Detailed oriented required.