Sales Coordinator
Posted Updated
We Build Better Communities
Be Part of the Hawthorne Difference!
Hawthorne Cat is a family-owned company that has led its markets for over 60 years in the sale, rental, and servicing of construction machinery and power generation equipment for industries on which our communities depend like agriculture, construction, marine, and government.
Every member of our team plays a significant role in our success. Hawthorne Cat hires individuals who share our vision of Building Better Communities with our Customers and our values of Passion, Respect, Integrity, Dedication and Excellence (PRIDE).
If you are looking to build your future with an established, thriving company with countless opportunities for growth and advancement, you’ve come to the right place! At Hawthorne Cat, we’re always looking for exceptionally skilled, hardworking individuals interested in contributing to our success and the success of the communities that we serve.
Our people are our most valuable asset. That’s why at Hawthorne Cat we are committed to a comprehensive employee benefit program that helps our employees stay healthy, feel secure, and maintain a work/life balance.
JOB DESCRIPTION
Job Title: Power Systems Sales Coordinator
Reports to: Projects Administrator
FLSA Status: Non-exempt
Division: HPC
Department: Sales – Power Division
Union: ILWU
Locations: Waipahu
POSITION SUMMARY:
Provides clerical support to the Sales and Project Management team: schedules activities, keeps sales records and project information, maintains customer contact & handles some duties of the Project Administrator in their absence.
ESSENTIAL FUNCTIONS:
- Answers phones, route calls, take messages.
- Maintains a high degree of accuracy and professionalism in all correspondence.
- Research & respond to any inquiries regarding sales, bid or product information, shipping status, etc.
- Determines all bidders for bid projects. Maintains up-to-date bidder list for all islands. Ensures quotation materials are sent to appropriate customers and copies filed electronically.
- Prepare quote files and assists in documentation of quotations, checks status of quotations, inquiries about new quotes.
- Assist all department personnel with preparing all sales correspondence such as new orders, project completion letters, bids & quotation documents, parts quotes, freight quotes, purchase orders, etc. in a timely manner.
- Issue purchase orders and obtain vendor order acknowledgements verifying order is acceptable as is (i.e. product information, quantities, price, shipping instructions, shipping dates, etc.).
- Conserves sales staff time by completing required sales documents; following up with customers on the status of signed documents to process orders; quoting small parts; advising customers on the status of shipment schedules; submitting work order requests to service shops with appropriate documents.
- Schedules and tracks shipment of equipment and notifies all parties, provide necessary documentation for shipping, confirm receipt of shipment, submit customer invoicing, etc.
- Updates Equipment Management System with warranty information and Delta reporting in a timely manner.
- Initiates maintenance contract in prime products (DBS) with San Diego /HPC Service Dept. based on warranty start date & prepares completion letter.
- Assist in preparing copies of submittals and manuals for awarded / completed projects as needed.
- Monitoring / maintaining yard inventory, schedules deliveries with customers, coordinates consolidation, report discrepancies to project managers / suppliers.
- Resolves inventory allocations problems by monitoring finished goods; anticipating needs; placing and expediting inventory replenishment; verifying receipt of inventory; maintaining yard inventory with proper tag system; notifying Project Administrator of discrepancies of yards inventory.
- Prepare, file & follow up on all claims; freight, SPAR’s, discounts, engine completion claims, merchandising / policy claims, etc.
- Assist Project Administrator and provide back up in their absence.
- Maintains and orders all literature, promotional and office supply items.
- Process all vendor invoices for payment accurately in workflow; verify pricing with PO / quotes, make sure tax rates are charged correctly, filed electronic copies of invoices in iMacs project files.
- Scan and file all documents in iMacs project files.
- Maintains up-to-date freight matrix for equipment inland/ocean shipping costs
- Assist in conducting equipment inventory.
- Contributes to team effort by accomplishing related results as needed.
- Maintains customer satisfaction by establishing rapport with customers and others in a position to help meet customer needs; greeting them, in person or on the telephone; answering or referring inquiries.
- Stores information by preparing folders and labels for new accounts; rearranging materials for space allotment or filing; filing information in designated areas.
- Supports operations by completing administrative and clerical assignments.
- Maintains quality service by following organization standards.
- Contributes to team effort by accomplishing related results as needed.
EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:
- Must have a high school diploma or equivalent; or one to two years’ related experience and/or training; or equivalent combination of education or experience.
- Must have at least two years’ working in a sales office environment.
- Strong organizational skills with the ability to multitask and establish priorities.
- Maintains a high degree of accuracy.
- Must have good verbal and written communication skills and proper business etiquette; customer service aptitude.
- Must have good working knowledge of MS Office programs.
- Must be able to type 45 wpm and be able to use various office equipment such as: copy machine, FAX machine, calculator, scanner, etc.
- Some experience relating to product knowledge & application required: must have experience in working with equipment vendors.
- Previous customer service experience required.
- Previous knowledge & experience in using Caterpillar Dealer Information System (CDIS), preferably in the area of Equipment Management System (EMS).
PHYSICAL DEMANDS:
- Walking and moving on foot often up and down stairs or through uneven terrain.
- Handling: Seizes, helps or works with hands.
- Lifting: Raises or lowers miscellaneous equipment / paperwork. Must be able to lift up to 10 lbs.
- Reaching: Extends hands and arms in any direction.
- Stooping: Bends body downward and forward by bending at knees or waist
- Standing: Remains in standing position if required to perform various functions of the job.
- Vision: Read paperwork, employment files and records on the computer.
- Talking: Communications by phone and in person.
- Sitting/Standing: Sitting or standing at desk for long periods of time.
ENVIRONMENTAL:
- Noise: Works in conditions with constant or intermittent noise.
- Temp/Weather: Works in an office environment. May require walking / working outdoors for a period of time.
Here’s what we Offer…
- Competitive Compensation
- A great work environment and culture
- Career growth and advancement opportunities
- Training
- Medical, Dental and Vision plans
- Medical video appointments available
- Health Savings Account available
- Paid Time Off (PTO) Pay
- 401(k) Plan + Company Matching
- Health and Dependent Care Flexible Spending Accounts
- Life & Accident Insurance
- Employee Assistance Programs
- Legal Plan
- Travel Assistance Plan
- Wellness Programs
- Referral Bonus Program
- Longevity Bonus Program
- Recognition Programs and much more
- Hawthorne CAT discounts
- Boot Reimbursement
- Tuition Reimbursement
- Company-Supplied Uniforms
- Advanced Technical Training
- Estimated Compensation $29.11 - $33.55 hourly
Interested in joining the Hawthorne team? Check out our current available positions at:
ACCOMMODATIONS: Reasonable accommodations for essential functions of the position will be considered.
Hawthorne Cat® is an Equal Employment Opportunity/Affirmative Action Employer. M/F/V/D
Hawthorne Cat® Participates in E-Verify.
Skills
As published by greenhouse · 29 questions · 6 written answers
Basics
First Name, Last Name, Email, Phone, Resume/CV, Cover Letter
Short answers (16)
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- I have disclosed all information that is relevant and should be considered applicable to my candidacy for employment. I understand, where permissible under applicable state and local law, I may be subject to a pre-employment drug test after receiving a conditional offer of employment, and must receive a negative result for illegal drug use before being permitted to commence work with the Company. I understand, where permissible under applicable state and local law, I may be subject to a pre-employment medical examination after receiving a conditional offer of employment, and must meet the qualifications for the position, with or without reasonable accommodation, before being permitted to commence work with the Company. I understand, where permissible under applicable state and local law, I may be subject to a pre-employment background check after receiving a conditional offer of employment to investigate my criminal background and other matters related to my suitability for employment. INITIALS:
- I hereby certify that the information given by me is true in all respects. I authorize the Company and its representatives to contact my prior employers and all others (with the exception of my current employer, only if I have marked "May we contact your present employer" on this applicable as "No") for the purpose of verification of the information I have supplied and release same from any liability resulting from the information released. I authorize, employers, schools and other persons named on this application to provide any information or transcripts requested. INITIALS:
- I understand employment with Company is also contingent on my providing sufficient documentation necessary to establish my identity and eligibility to work in the United States. If employed, I understand that as a condition of employment that I may be required to agree to and sign a non-solicitation, non-disclosure, and/or other similar agreements. I also agree to notify the organization during the pre-employment process of any non-solicitation, non-disclosure, and/or other similar agreements that I may have already signed with current and former employers. I expressly understand and agree that, if employed, my employment, having no specified term, is based upon mutual consent and may be terminated at will, with or without cause, by either party (Company or me) without prior notice to the other, unless otherwise prohibited by law. I understand that no representation, whether oral or written, by any representative or agent of Company, at any time, can constitute an implied or express contract of employment. I further understand no representative or agent of Company has the authority to enter into an agreement for employment for any specified period of time or to make any change in any policy, procedure, benefit or other terms or condition of employment other than in a document signed by an authorized representative. I understand that the technical processing and transmission of the application, including my personal information, may involve (a) transmissions over various networks, including the transfer of this information to the United States and/or other countries for storage, processing and use by Company, its affiliates, and their agents; and (b) changes to conform and adapt to technical requirements of connecting networks and devices. Accordingly, I agree to permit such parties to make such transmissions and changes, and hereby provide the necessary consent for the same. INITIALS:
- State Specific Notices Massachusetts Applicants: IT IS UNLAWFUL IN MASSACHUSETTS TO REQUIRE OR ADMINISTER A LIE DETECTOR TEST AS A CONDITION OF EMPLOYMENT OR CONTINUED EMPLOYMENT. AN EMPLOYER WHO VIOLATES THIS LAW SHALL BE SUBJECT TO CRIMINAL PENALTIES AND CIVIL LIABILITIES. Maryland Applicants: UNDER MARYLAND LAW, AN EMPLOYER MAY NOT REQUIRE OR DEMAND, AS A CONDITION OF EMPLOYMENT, PROSPECTIVE EMPLOYMENT, OR CONTINUED EMPLOYMENT, THAT AN INDIVIDUAL SUBMIT TO OR TAKE A POLYGRAPH EXAMINATION OR SIMILAR TEST. AN EMPLOYER WHO VIOLATES THIS LAW IS GUILTY OF A MISDEMEANOR AND SUBJECT TO A FINE NOT EXCEEDING $100. I certify that all of the above information is true and complete, and I understand that any falsification or omission of information may disqualify me from further consideration for employment or, if hired, may result in termination regardless of the time elapsed before discovery. Note: An offer of employment is conditioned upon complying with Company's requirements including, but not limited to, signing a consent to conduct a background investigation. I AGREE, AND IT IS MY INTENT, TO SIGN THIS EMPLOYMENT APPLICATION BY CHECKING THE "I ACCEPT" BOX BELOW AND BY ELECTRONICALLY SUBMITTING THIS DOCUMENT TO COMPANY, I UNDERSTAND THAT MY SIGNING AND SUBMITTING THIS DOCUMENT IN THIS FASHION IS THE LEGAL EQUIVALENT OF HAVING PLACED MY HANDWRITTEN SIGNATURE ON THE SUBMITTED DOCUMENT. INITIALS:
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- Are you legally authorized to work in the U.S.?
- Do you now, or will you in the future, require immigration sponsorship for work authorization (e.g., H-1B)? (if hired, verification will be required consistent with federal law.)
- Are you at least 18 years old?
- Have you worked for this Company before?
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