Sales Coordinator

Woods Machinery is seeking a detail-oriented and organized Sales Coordinator to support our sales team and help ensure equipment transactions are completed accurately and on time. This role manages critical sales paperwork, coordinates customer financing, follows deals through to funding, and tracks manufacturer credits. It also supports intercompany transactions and month-end accounting activities.

Strong follow-through and attention to detail are essential. This person will work closely with sales, service, parts, accounting, customers, and finance partners to keep transactions moving and resolve issues promptly.

Key Responsibilities:

• Sales orders and documentation: Process and track equipment orders; prepare and maintain invoices, credit applications, finance and lease documents, titles, purchase orders, delivery paperwork, and other sales records.
• Finance coordination and funding: Liaise with customers and finance partners, submit accurate financing packages, follow up on outstanding requirements, and track transactions through funding.
• Manufacturer programs and credits: Monitor manufacturer programs, rebates, and credits; submit claims accurately and on time; and follow up until credits are received.
• Intercompany transactions: Process and reconcile intercompany transactions and balance-sheet transfers between dealerships, investigating and resolving discrepancies.
• Sold-equipment preparation: Open and track work orders for sold equipment and coordinate with service to help ensure units are ready for delivery.
• Accounting support: Assist with reconciliations, journal entries, expense tracking, and month-end close activities.
• Cross-department coordination: Work with sales, service, parts, and accounting to resolve issues and maintain accurate transaction and inventory records.
• File and record management: Maintain accurate, organized electronic and physical files in accordance with company policies and applicable requirements.
• General support: Prepare reports, enter data, and assist with other administrative tasks that support dealership operations.
  

Benefits:

• Monday through Friday work week, no weekends
• Health, dental, and vision insurance
• Paid time off, including earned sick leave, vacation, and holidays
• 401(k) plan with company matching
• Company outings and monthly lunch
• Discounts on products sold by Woods Machinery
• Employee referral bonus
  
  

Requirements:

• Experience: Minimum 3 years in a sales support or coordination role; experience in heavy equipment, automotive, or related industries is a plus. Basic accounting experience, particularly with intercompany and interdepartmental transactions, is preferred.
• Skills: Excellent attention to detail, strong organizational and time-management skills, and proficiency in Microsoft Office Suite (Word, Excel, Outlook), Adobe & DocuSign.
• Knowledge: Familiarity with sales documentation, invoicing, credit applications, and financing processes.
• Communication: Strong written and verbal communication skills, with a customer-service-oriented approach.
• Teamwork: Ability to collaborate with cross-functional teams in a fast-paced environment.
• Flexible Availability: Willingness to work overtime when business needs require it.

About Us:

Woods Machinery is a second-generation family owned business providing equipment sales, rentals, and product support since 1984. We are an industry leading company dedicated to providing exceptional products and support to our customers. We take pride in our commitment to quality, customer satisfaction, and collaborative team environment.

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