Office Coordinator

ABOUT AMERICAN MOTIVE PRODUCTS American Motive Products was founded in Green Bay, Wisconsin to meet the demands of the quickly changing motive power industry. With the technology for motive power improving each day and many organizations putting an increased focus on sustainability, there has been a rapid charge towards newer, cleaner power sources. American Motive Products, AMP, was founded by a team of industry experts with over 100 years of collective experience in 2022 to serve these needs. COMPANY CULTURE Our mission is to provide sustainable, innovative, high quality motive power products and services to the benefit of both our valued customers and the environment. Accountability – You can count on us to be honest and dependable. Meaningful Work – We’re here to help keep the supply chain moving in an environmentally responsible way. Promise to Our Customers - We are committed to building the best long-term solutions for our customers and communities. ABOUT THE POSITION The Office Coordinator will be responsible for assisting our Sales, Service and Parts departments while playing a key role in supporting customers and internal teams by coordinating sales activities, service scheduling and parts operations. This position serves as a central point of contact to ensure efficient communication, accurate order processing, and high levels of customer satisfaction. This is a full-time position out of our office in Green Bay, Wisconsin. ESSENTIAL DUTIES AND RESPONSIBILITIES Sales Support Assist the sales team with quotations, order entry, invoicing, and customer follow-ups. Respond to customer inquiries regarding products, pricing, availability, and lead times. Maintain customer records, pricing, and sales documentation in internal systems. Support upselling and cross-selling opportunities for parts and service. Sales order management, enter sales orders as quote, provide order status, scheduled ship date, actual ship date, purchase order (PO) number, proof of delivery, etc. Manage inventory receipts and shipments in computer system and participate in physical inventory, including reconciliation. Order and track inventory of sales literature. Maintain the accuracy of all customer contacts and email lists. Manage and schedule all Operational Maintenance (OM) agreements. Service Coordination Schedule service appointments and coordinate technician workloads. Communicate service timelines, updates, and completion status to customers. Prepare work orders and ensure accurate documentation. Monitor time worked by all Battery Technicians and ensure their time worked is applied properly to work orders and to timesheets to ensure accuracy for payroll. Responsible for invoicing customers once work orders have been completed. Liaise between customers, technicians, and management to resolve service issues. Parts Coordination Process parts orders, including sourcing, pricing, and order fulfillment. Maintain accurate parts inventory records and coordinate stock replenishment. Work with suppliers and logistics providers to track shipments and deliveries. Ensure correct parts are issued for service jobs and customer orders. Customer Service & Administration Provide professional and timely customer support via phone, email, and in person. Resolve customer concerns and escalate issues when necessary. Maintain accurate records, reports, and filing systems. Ensure compliance with company policies and procedures. Accept new duties and responsibilities as assigned by Management. REQUIRED SKILLS AND ABILITIES High attention to detail will be essential for success in this role. Excellent organizational skills. Ability to assess a situation and independently take action to address it. Excellent written and verbal communication skills are crucial for working with all individuals in organization both internally and externally. Ability to organize, multi-task, and meet deadlines. Ability to communicate effectively with management, employees…

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