Sales Operations Coordinator

Department: Sales
Report to: Sales Support Manager
FLSA: Hourly

Summary

The Sales Operations Coordinator is a cross-functional role designed to bridge communication and processes between the Sales Support, Purchasing, and Logistics departments. This position ensures that customer orders, supplier purchases, and operational timelines are aligned and efficiently managed to support seamless order fulfillment and superior customer satisfaction.

Position Overview

The Sales Operations Coordinator will serve as the central point of contact between Sales Support and Purchasing, streamlining workflows, maintaining shared documentation, and ensuring proactive communication of lead times, order status, and material availability. This role will also interface with Logistics to ensure inbound and outbound shipments are coordinated to meet customer and production requirements.

Key Responsibilities

• Coordinate the flow of information between Sales Support, Purchasing, and Logistics regarding quotes, orders, and deliveries.
• Manage and track lead-time requests, ensuring timely updates from suppliers and internal teams.
• Monitor open purchase orders, sales orders, and shortage reports, ensuring accurate and proactive communication of potential issues.
• Assist Purchasing with supplier performance tracking and communication of quarterly performance summaries.
• Work directly with customers and sales on product specifications / requirements on 3rd party material.
• Support part number creation and maintenance accuracy in SAP and related systems.
• Assist Logistics with scheduling and tracking inbound/outbound shipments and communicating updates to stakeholders.
• Maintain centralized dashboards or trackers for order status, shortages, and deliveries.
• Identify opportunities to improve communication flow and reduce redundant tasks across departments.
• Managing back orders, delays, and product substitutions
• Resolving discrepancies in order fulfillment or supplier shipments
• Supporting returns or RMA processes for both customers and vendors.
• Checking stock availability for sales inquiries
• Coordinating restocking or special-order needs with suppliers
• Build relationships in existing and prospective accounts to strengthen the partnership between Hex DC US and the customer.
• Work closely with Sales, as well as Purchasing, Production, Shipping and Accounting to ensure customers’ expectations are met and/or exceeded.
• Support Sales with the creation and processing of all customer quotes and orders.
• Verify that quotes and orders are accurate and in compliance with corporate standards.
• Organize electronic file structure on all customer accounts to define management standards.
• Assist in the definition and implementation of process maps when needed.
• Responsible for installation project documentation including complete SOWs given to Production and Shipping.
• Coordinate projects with installation, as needed, to ensure on time delivery.
• Part of a team responsible for answering general incoming calls.
• Manage customer documentation, including pricing sheets, POs, and quotes.
• Other duties as assigned.

Qualifications

• 2+ years of experience in Sales Operations, Purchasing Coordination, or related administrative role.
• Strong understanding of order management and procurement workflows (SAP experience preferred).
• Excellent organizational and communication skills with attention to detail.
• Ability to manage multiple priorities and deadlines across departments.
• Proficiency in Microsoft Office (Excel, Outlook, Teams) and document management systems.
• Collaborative mindset and ability to work effectively across teams.

Performance Indicators

• Improved communication and reduced delays between Sales Support and Purchasing.
• On-time delivery performance of customer orders.
• Reduction in internal order handoff errors or missing documentation.
• Improved visibility of open orders and supplier delivery status.
• Positive feedback from internal departments on process efficiency.

Physical Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements list below are representative, but not exclusive, of the knowledge, skill, and/or ability required. Reasonable accommodation my be made to enable individuals with disabilities to perform the essential functions.

• Must be able to stand; walk; use hands to finger, handle or feel; reach with hands and arms; talk and hear.
• The employee is frequently required to sit; climb or balance and stoop, kneel, crouch, or crawl.
• The employee must regularly lift and/or move up to 40 pounds, frequently lift and/or move up to 10 pounds
• Specific vision abilities required by this job include distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Working Conditions

Working conditions are a remote office environment. Work may require occasional travel, weekend and/or evening work.

DISCLAIMER

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Vision
To be the global leader in critical infrastructure solutions for data centers.

Mission
To serve as the Trusted advisor in critical infrastructure solutions, leveraging our technical expertise, services, and products to consistently exceed our client expectations.

Purpose
To establish a sustainable brand that enriches the lives of our coworkers, clients, and the community.