Sales Coordinator

Primary Responsibilities

• Maintain Heavy and Medium Duty inventory.
• Process all warranty-related paperwork, including used truck aftermarket warranties.
• Maintain truck sales inventory in Arcadium, including uploading current photos.
• Verify all wholesale and auction units are properly marked in Arcadium.
• Coordinate and schedule drivers for transportation of truck sales units.
• Coordinate service needs on assets with the Service Department (e.g., New Truck PDI, Used Truck inspection).
• Manage customer dealership visits and phone inquiries in the absence of a Sales Representative.
• Coordinate vehicle sales, including invoice and document completion, confirming readiness for delivery, and assisting customers.
• Verify trade payoffs and obtain title copies.
• Prepare all required documents prior to delivery of new or used vehicles, including bill of sale, sales tax, title documents, and warranties.
• Prepare vehicle sales invoices, payoff requests for trade-in units, and extended warranty registrations.
• Handle the closing of all truck deals, including licensing, title application, payment, and documentation requirements.
• Prepare truck deals for the Accounting Department.
• Maintain truck files and submit new/used trucks to floorplan as required.
• Communicate with other departments regarding truck delivery issues.
• Generate daily truck sales reports and R029 weekly reports.
• Obtain new and used vehicle recall information from NHTSA and SIR upon inventory entry and prior to sale.
• Manage stock transfers of equipment within the dealer group.
• Code all truck sales-related invoices.
• Communicate with body companies regarding delivery, production schedules, and pickup of completed assets.
• Maintain bailment agreements and insurance with all body companies.
• Conduct monthly physical inventory and report to the Home Office.
• Collect tax-exempt forms from customers and provide appropriate documentation.
• Contact customers as needed to collect on accounts.
• Maintain complete credit files on all active accounts.
• Maintain relationships with retail finance resources (active and prospective).
• Coordinate and cooperate with all functional and staff managers.
• Report year-end requirements to the Home Office.
• Ensure all dealership licenses and dealer plates remain current.
• Perform title and registration duties.
• Maintain Red Flag and Safeguard policies and training compliance.
• Obtain active motor carrier numbers from customers for sales tax purposes.
• Verify customer driver’s licenses through PennDOT.
• Manage outside title work for customer base.

Ensure safe keeping of vehicle titles and MSOs in compliance with PennDOT and federal requirements.

• Requirements

• Maintain valid Notary license and applicable certification training.
• Proficient in high-volume data entry.
• Strong computer proficiency.
• Exceptional attention to detail and accuracy in work performed.
• Strong oral and written communication skills with ability to interact effectively in person, by phone, or through other means.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to process data for management analysis.
• Strong common-sense reasoning and ability to follow detailed instructions.
• Ability to work independently, completing assignments within provided parameters.
• Demonstrated ability to interact well with others and contribute to a team environment.
• Willingness to attend training classes as required.
• Consistent compliance with company policies and procedures.
• Reliable attendance and ability to work scheduled hours.
• Adherence to all company safety guidelines.