Sales Support Coordinator

Job Title: Design and Build Inside Sales – Spare Parts Coordinator

Employee: TBD

Reports to: Director of Proposal and Estimating

Location: 100% in office in Livonia, Michigan

Position Summary

The Design & Build Inside Sales – Spare Parts Coordinator is responsible for supporting customers through quotation development, spare parts coordination, order entry, and inside sales support for standard products and replacement components. This role serves as a key liaison between customers, sales, engineering, purchasing, project management, service, and operations to ensure accurate pricing, timely communication, and successful order execution.

The ideal candidate is highly organized, detail-oriented, customer-focused, and capable of managing multiple priorities in a fast-paced industrial and manufacturing environment. This position requires strong technical aptitude, commercial awareness, and the ability to work cross-functionally to support both customer satisfaction and operational efficiency.

Key Responsibilities

Quoting & Estimating

• Review and analyze RFQs, customer requests, specifications, drawings, BOMs, and equipment documentation.
• Prepare accurate technical and commercial quotations for spare parts, replacement components, and standard products.
• Develop pricing, scope definitions, and delivery timelines based on customer requirements.
• Coordinate with purchasing, vendors, and supply chain teams to obtain accurate pricing and lead times.
• Collaborate with engineering to verify design concepts, technical specifications, and part compatibility.
• Identify obsolete components and recommend upgraded or alternative solutions when necessary.
• Maintain estimating templates, historical pricing data, and proposal documentation.
• Support continuous improvement initiatives focused on estimating accuracy and quote turnaround times.

Order Entry & Order Management

• Enter and maintain customer orders within ERP systems with a high degree of accuracy.
• Verify pricing, quantities, lead times, shipping details, and product availability prior to order processing.
• Track order status and provide proactive updates to customers and internal stakeholders.
• Coordinate with warehouse, shipping, purchasing, and operations teams to ensure timely delivery.
• Resolve discrepancies involving pricing, shortages, shipping issues, part numbers, or customer documentation.
• Support inventory tracking and forecasting for commonly used spare and service parts.

Customer & Sales Support

• Serve as a primary point of contact for customer spare parts inquiries and replacement part requests.
• Support outside sales and service teams with customer communication, product recommendations, and technical clarification.
• Assist sales teams with CRM updates, pipeline activity, and quote follow-up efforts.
• Follow up on open quotations to support conversion into customer orders.
• Participate in customer discussions, clarifications, and negotiations as needed.
• Maintain a professional, responsive, and service-focused approach to customer support.

Cross-Functional Coordination

• Support post-order handoff activities to Project Management and Engineering teams to ensure alignment with quoted scope.
• Collaborate across departments to ensure proper ERP utilization and process consistency.
• Assist in developing standardized spare parts processes, documentation, and recommended spare parts packages for new equipment builds.
• Maintain organized records of quotes, orders, communications, project files, and customer documentation.
• Support reporting activities related to sales performance, quote conversion, backlog, and order accuracy.
• Ensure compliance with company procedures, documentation standards, and customer requirements.

Qualifications

• Experience in estimating, inside sales, customer service, order entry, or industrial product support preferred.
• Background in manufacturing, automation, conveyor systems, tooling, or industrial equipment strongly preferred.
• Ability to read and interpret technical drawings, part numbers, specifications, and customer purchase orders.
• Familiarity with spare parts, replacement components, and industrial product support processes.
• Experience working with ERP systems, CRM software, and Microsoft Office applications.
• Advanced proficiency in Microsoft Excel preferred.
• Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously.
• Excellent communication and collaboration skills across departments and customer groups.
• Strong analytical, problem-solving, and detail-oriented mindset.
• Commercial awareness with the ability to identify risks, cost impacts, and process improvements.

Key Skills & Competencies

• Technical aptitude and mechanical understanding
• Estimating and quotation development
• ERP and CRM system proficiency
• Customer service and inside sales support
• Order management and data accuracy
• Cross-functional collaboration
• Time management and prioritization
• Risk identification and problem-solving
• Attention to detail and organizational excellence

Key Performance Indicators (KPIs)

• Quote turnaround time
• Quote-to-order conversion rate
• Order entry accuracy
• On-time delivery support
• Customer responsiveness and satisfaction
• ERP and documentation accuracy
• Backlog and order processing efficiency