Copy of Sales Coordinator

Scheduling & Sales Support Coordinator

We are seeking a highly organized and detail-oriented Scheduling & Sales Support Coordinator to join our team. This position plays a critical role in supporting daily sales operations, customer communication, scheduling coordination, and project management for generator installations and related services.

The ideal candidate will possess strong communication skills, multitasking abilities, and experience managing schedules, customer interactions, and operational workflows in a fast-paced environment.

Key Responsibilities

Monitor Sales Communications

• Monitor the sales phone for text messages regarding scheduling updates, appointment changes, and communications from the sales team.
• Review emails and shared calendars daily to remain informed on scheduling updates and project changes.
• Maintain clear and timely communication between departments to support daily operations.

Manage Cancellations and Confirmations

• Remove canceled appointments from the schedule promptly and accurately.
• Assist Samantha with morning confirmation calls for the following day’s scheduled appointments to ensure customer readiness and minimize no-shows.
• Support Brianna’s team with outbound appointment confirmation calls for select Canter representatives to improve scheduling efficiency and customer communication.

Coordinate Daily Scheduling

• Review and coordinate the daily schedule with Samantha to verify appointment accuracy.
• Resolve scheduling conflicts and address schedule updates prior to the start of each workday.
• Ensure all scheduling information is current and properly communicated to the team.

Lead Management and Job Creation

• Manage incoming sales leads from multiple platforms including Costco, Lowe’s, Kohler, Generac, Northern Tool, and Home Depot.
• Convert qualified leads into active jobs within company systems.
• Contact customers and coordinate scheduling for appointments and installations.

Retail Partner Account Oversight

• Manage Retail Partner (Lowe's, Costco, Home Depot, Generac, and Kohler) sales accounts by:
  • Creating and organizing job folders
  • Verifying gas and electrical footage accuracy
  • Confirming customer billing accuracy
  • Reviewing current promotions
  • Ensuring scope of work accuracy
• Prepare completed folders for accounting processing.
• Schedule installation dates within platforms.

Sales Hold Pipeline Management

• Oversee projects within the Sales Hold pipeline and identify issues preventing project progression.
• Resolve concerns related to:
  • Generator or ATS location changes
  • Footage discrepancies
  • Required change orders
• Collaborate closely with the sales team to efficiently resolve project holds.
• Ensure all documentation, installation requirements, and scope of work details are accurate and complete.
• Create visual layouts or drawings when necessary to clarify placement or project scope details.
• Send follow-up communications to verify all corrections and updates are completed prior to releasing project folders to the installation team.
• Consult with Ted and Michael regarding complex project situations to determine the best course of action and maintain project consistency.
• Submit finalized folders to Michael for final approval and sign-off.

Customer and Team Support

• Provide daily customer service and operational support by answering incoming calls regarding:
  • Generator appointments
  • Scheduling concerns
  • Project updates
  • General customer inquiries
• Maintain professional, timely, and customer-focused communication at all times.

Walk-In Customer Assistance

• Greet and assist walk-in customers with questions regarding:
  • Generator installations
  • Scheduling
  • Project details
  • General service information

Qualifications

• Strong organizational and multitasking skills
• Excellent verbal and written communication abilities
• Customer service experience preferred
• Ability to work in a fast-paced office environment
• Strong attention to detail and problem-solving skills
• Experience with scheduling systems, project coordination, or administrative support is preferred
• Proficiency in Microsoft Office, email communication, and calendar management

Preferred Traits

• Team-oriented and dependable
• Self-motivated with the ability to prioritize tasks independently
• Professional demeanor with strong customer interaction skills
• Ability to manage multiple projects and deadlines efficiently