Sales Coordinator, Worksite Solutions

ABOUT WESTERN STATES EQUIPMENT:

Western States has a long legacy of providing quality equipment and excellent service to customers. Since 1956, our vision is to make our communities stronger, cleaner, and more productive, not just with our products and service - but through our people. We are committed to:

* The Power of our Purpose: "Building our Communities for a Better Tomorrow"

* Performance through our Values: SAFETY, EXCELLENCE, TEAMWORK, INTEGRITY, ACCOUNTABLITY, and INNOVATION

* Customer and Employee Care Commitments: Conveying Warm and Empathy, Actively Listening, Building Trust, and Saying Thank You

WHY YOU'LL LIKE IT HERE:

Recognized as one of the top private companies to work for, we put our employees first. We are fiercely committed to SAFETY and sending every employee, safely home, every single day. Our comprehensive benefits package and complete wellness programs include:

* Three weeks of accrued PTO to start, increases with tenure

* Company paid health care premium option for employees

* Health, dental, and vision insurance

* Wellness dollars

* 401k with company match and profit sharing

* Educational reimbursements, tool loans, and safety & tooling dollars

* Employee Assistance Program

* Paid Parental leave

* Care Leave

WHAT WE'RE LOOKING FOR:

CARE. LEARN. PREVENT - At Western States, we empower every employee, every day to work and promote a safe environment to ensure all employees, vendors, and clients have a safe work environment while adhering to all applicable procedures and standards. This includes maintaining clean/clutter free personal work areas and wearing the required personal protective equipment (PPE) as identified in safety policy.

FULL SUMMARY

The Sales Coordinator, Worksite Solutions serves as the central point of coordination between Sales, Service, Support, and Operations teams, managing the complete deal process from sale to invoice handoff. This role drives deal flow by processing orders, coordinating installs and training schedules, and ensuring proactive communication with all stakeholders. Reporting to the Operations Lead, the Sales Coordinator is critical to reducing deal cycle times, improving customer service, and enabling leadership to focus on strategic business outcomes.

ESSENTIAL FUNCTIONS:

Safety

* Actively cares, promotes, manages, and advocates safety at Western States. As a team member in the organization, it is critical to ensure all employees, vendors, and clients have a safe work environment while adhering to all applicable safety policies, procedures, and standards.

* Maintains clean/clutter free personal work areas to ensure safe environment for all WSECO employees.

* Adhering to required personal protective equipment (PPE) as identified in safety policy.

Deal Coordination & Processing

* Receives deal handoffs from Sales Representatives and activates new deals same day by creating sales orders, equipment IDs, and associating correct costs in AX.

* Responsible for processing sales, demo, loaner, and rental agreements from submission through coordination of install, training, and delivery activities, including pre-delivery and make ready needs.

* Manages equipment reservations, movement records, and vendor platform registrations for accurate tracking of equipment inventory.

* Coordinates with the inventory team on parts ordering, backorder tracking, and vendor follow-up to ensure timely delivery aligned with customer commitments.

* Prepares clean, fully-documented deal packages and hands off to the Operations Lead for final cost validation and invoice completion.

Scheduling & Customer Communication

* Coordinates install scheduling with the Field Service Supervisor, proposing dates based on customer, equipment, and technician availability.

* Coordinates training and delivery scheduling with the Support Lead and Support Specialists, ensuring alignment with install timelines and customer expectations.

* Conducts install readiness checks in advance of scheduled dates to confirm parts, technicians, and support are in place, preventing day-of failures.

* Serves as the central communication hub for deal status, providing proactive updates to Sales Representatives, internal teams, and customers throughout the deal lifecycle.

* Provides support to Sales Representatives with quoting, deal processing, and coordination as needed during the sales process.

Deal Tracking & Advancement

* Manages the deal pipeline from intake to invoice handoff using order management tools, ensuring all deals have defined next steps, owners, and target dates.

* Conducts daily deal health reviews to identify stuck deals, upcoming installs, and risks, building prioritized action plans to keep deals advancing.

* Proactively identifies and resolves bottlenecks including missing parts, scheduling conflicts, and pending approvals, escalating to the appropriate leader as needed.

* Provides reporting on pipeline status, deal cycle times, and key metrics during team meetings and as requested by leadership.

* Works within and promotes corporate vision, mission, and values of the organization.

* Performs other duties as assigned.

SKILLS, KNOWLEDGE, AND ABILITIES:

* High level of computer skills required. Must be able to utilize Microsoft Office applications and project management tools.

* Working knowledge of the Cat and Trimble product line and basic operation.

* Strong ability to communicate effectively orally and in writing.

* Must be able to multi-task and prioritize across customers, Sales Representatives, Service, Support, and internal departments.

* Strong organizational skills with the ability to manage schedules, timelines, and dependencies across teams.

* Must be able to translate data into actionable information and clearly communicate it to stakeholders.

* Demonstrated ability to deliver error-free work products.

* Ability to collaborate and maintain effective working relationships with others.

* Consistent attendance.

EDUCATION AND EXPERIENCE:

* High school diploma or General Education Degree (GED).

* Two years' experience required in similar role such as customer service, sales coordination, or parts inventory.

* One year's experience with machine technology solutions required.

* One year's experience with AX software preferred.

* Valid driver's license and acceptable driving record required.

* Must be able to communicate (speak, read, comprehend, write in English).

PHYSICAL CHARACTERISTICS:

* Ability to stand for long periods of time along with walking, sitting, repetitive climbing stairs, reaching (including but not limited to above-shoulder reaching), repetitive bending, stooping, pushing, pulling, leaning and twisting.

* Exposure to extreme temperatures and environment.

* Ability to lift up to 50 lbs. in accordance with Western States' Lifting Policy to include amount and approach.

* Must be able to meet all safety requirements for applicable safety policies.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. It is not intended be an exhaustive list of all responsibilities, duties, and skills required of employees in this classification.

This role is designated as safety sensitive.