Job Overview

The Sales Rental Coordinator is integral to the Komatsu Forklift Retail Store team and will report directly to the Branch Manager or Operations Manager.  The sales Rental Coordinator will have a dotted line reporting to the Corporate Asset Controller.  The sales Rental Coordinator will be responsible for placing and invoicing orders for Material Handling and rental customers. This will include orders for new, used, and allied equipment and rental.  They will also control the movement of the rental fleet.  The sales Rental Coordinator will work with the Branch Manager and Sales staff to identify and implement continuous improvement opportunities to increase efficiencies in sales coordination and enhance customer satisfaction.

Key Job Responsibilities

Sales Administration

• Sales Administration

  • Process customer orders from receipt through invoicing, ensuring accuracy and completeness.
  • Verify all required sales documentation is completed in accordance with the Komatsu Sales Order Checklist.
  • Coordinate timely delivery of forklifts and customer orders, including arranging transportation.
  • Generate purchase orders for vendors and track outstanding orders to ensure timely fulfillment.
  • Prepare and issue proforma invoices and final customer invoices; monitor and follow up on payments.
  • Issue truck preparation work orders to branches in alignment with sales requirements.
  • Serve as a point of contact for general sales inquiries.
  • Ensure proper equipment specification on system.
  • Provide administrative and operational support to the Sales Manager and Senior Manager as needed.

  Work Order and Sales Coordination

  • Ensure all required paperwork is completed for additional work by Parts or Service prior to delivery.
  • Act as a liaison between Sales, Service, and Parts departments, providing updates on order progress.
  • Monitor completion of work orders and confirm equipment readiness prior to invoicing and shipment.
  • Review and evaluate used equipment preparation quotes.

  Vendor Invoice Processing

  • Verify receipt of all required documentation before processing vendor invoices for payment

  Transportation & Logistics

  • Obtain and compare transportation quotes for long-haul deliveries.
  • Arrange transportation and manage related billing processes.
  • Prepare Bills of Lading and ensure proper documentation for shipments.

  Commissions & Reporting

  • Calculate and process monthly sales commissions and accruals.
  • Submit commission data to payroll and provide statements to sales representatives.
  • Maintain accurate order booking and invoicing records.
  • Prepare daily, weekly, and monthly reports for sales and rental activities.
  • Support monthly, quarterly, and annual equipment inventory processes.

  Rental Administration

  • Support rental operations to maximize utilization and profitability of equipment.
  • Coordinate equipment availability for demonstrations and short-term rentals.
  • Handle rental inquiries and identify opportunities to increase rental revenue.
  • Monitor preventive maintenance schedules for rental units.
  • Open and manage work orders for rental check-ins and equipment preparation.

Qualifications/Requirements

• College degree preferred but not required.
• 2-5 years' experience in sales coordination or other administrative discipline
• Must be a team player. Willing to cross train in all aspects of sales coordination. Open to new process ideas.
• Previous experience in equipment retail dealerships will be viewed as added strength.
• Strong ability to manage multiple tasks, prioritize deadlines, and maintain attention to detail in a fast-paced environment.
• Excellent verbal and written communication skills, with the ability to coordinate across sales, service, vendors, and customers.
• Ability to establish, build and maintain relationships with individuals at all levels of the organization.
• Ability to identify issues, follow up proactively, and ensure timely resolution.
• Ability to travel up to 10% of the time.

Additional Information