Business Administrative Specialist - TEC Equipment

Headquartered in Portland, Oregon, TEC has 30+ locations from Seattle to San Diego to the Midwest, serving thousands of customers across Washington, Oregon, California, Nevada, Arizona, Nebraska, Iowa and South Dakota.

TEC Equipment features Mack and Volvo heavy-duty trucks, Hino and Isuzu medium duty trucks, Wabash trailers and Cottrell auto transport trailers. We offer a large and desirable inventory of new Mack and Volvo heavy-duty trucks and all makes of used trucks. Our full-service line-up also features quality parts, state-of-the-art service, collision centers and fuel, leasing/rental, financing, and insurance. Our locations are authorized service centers for Mack, Volvo, Cummins, Meritor, Eaton and Fuller warranties. TEC truly offers the convenience of one-stop shopping for all trucking-related needs.

OVERVIEW:

The Sales & Operations Planner supports the Auto Transport sales team by managing the entire sales process from equipment procurement to customer delivery. This role is responsible for coordinating stock and customer-ordered equipment, overseeing vendor relationships, monitoring financial transactions, and ensuring operations efficiency. The coordinator plays a key role in enhancing sales performance by streamlining processes, implementing effective tracking tools, and overseeing the accuracy of customer data.

RESPONSIBILITIES:

• Create and maintain an automated system to coordinate information regarding chassis and equipment build status, delays, and vendor needs. Ensure production schedules and order statuses are accurate and updated with source data from various inputs.
• Adjust orders and schedules baced on production flow and ensure seamless collaboration between departments.
• Collect and maintain comprehensive customer data, including key attribute, preferences, purchase history, and other relevant information essential to optimizing customer interactions and sales strategies. Work with the sales team to identify and capture critical customer insights that can enhance sales effectiveness and customer satisfaction.
• Collaborate with the finance department to schedule and secure funding for completed equipment.
• Regularly validate monthly financial statements to ensure that costs and expenses are accurately reflected in department financials and partnering with the sales manager to drive improved outcomes. File for all incentives and manufacturing credits available per unit and follow up until funds are collected.
• Address and resolve any operational issues or challenges, proactively implementing solutions to maintain a smooth workflow and high levels of productivity.
• Manage weekly calls with truck OEM’s, Fontaine Modification, and equipment vendors.
• Proactively resolve issues or escalate them to the Sales Manager when needed. Ensure clear communication of equipment build status and delays.
• Communicate with vendors to resolve equipment issues or mis-builds and facilitate clear communication between sales, customers, and vendors. Resolve minor issues or escalate to the Sales Manager as appropriate.
• Assist the Sales Manager and Sales Associates with documentation of quotes, specs, deposits, sales orders, and financial documents associated with a sale.
• Communicate with vendors for mis-builds and other equipment issues. Facilitate communication between sales team, vendor, and/or customer as needed. Resolve issues that are within scope of role, or escalate to Sales Manager as appropriate.
• Post-Delivery Support – Complete post-delivery warranty registrations, purchase and apply extended warranties, and follow up to ensure
• File for all incentives and manufacturing credits available per unit and follow up until funds have been collected.
• Create and track miscellaneous invoices to customers for transportation, warranty, etc.
• Issue all department purchase orders. Code department vendor invoices in CDK. At times, may drive company car to deliver paperwork to other sites.
• Assist in planning and coordinating vendor/customer/team events. Assist in AT team travel planning (includes arranging flights, hotel, and payment) and equipment transportation. Reconcile event costs after completion.
• Reconcile truck file accounts and expense accounts and ensure there is backup data that is in agreement with the balances.
• Monitor industry trends and best practices to ensure the team remains current and competitive in their approach to sales operations and grants management.
• All Other Duties as Assigned – Perform any additional duties as needed or assigned by the Sales Manager to support the department’s operations and objectives.

QUALIFICATIONS:

• High School Diploma, or GED
• 4-year business degree preferred
• Minimum 5 years of experience in a dynamic administrative role with heavy emphasis on customer, vendor, and sales support.
• PMP preferred
• Proven track record of success in sales or operations management.
• Strong understanding of sales operations, vendor relationships, and financial metrics.
• Expert level in excel.
• Proficient in MS suite and Microsoft Teams.
• Ability to influence without authority while working with different levels of stakeholders throughout the company.
• Exceptional communication and interpersonal skills, with the ability to build rapport and negotiate effectively with diverse stakeholders.
• Proficiency in inventory management software, CRM system, and project management systems.
• Ability to assess and validate financial reports, to ensure accuracy in costing and expense allocation, and understand the broader financial impact of business decisions the department’s performance.
• Highly detailed oriented and accurate.
• Proactive and able to apply logic and sound judgement to solve problems within scope of their role, knowing when to escalate as needed.
• Ability to multi-task in a dynamic environment while maintaining professionalism and composure.
• Ability to prioritize tasks and appropriately handle disruptions.
• Business Mgmt software, CRM software

BENEFITS:

TEC provides our employees and their families with a full menu of health, wellness, and retirement benefits.

New hires are eligible to participate in TEC Equipment’s comprehensive benefits plan the first of the month following your date of hire.

• Choice of two comprehensive medical plan options that include prescription drug coverage
• Choice of two dental plans that cover preventative and diagnostic care, basic and major services, and orthodontia for children
• Vision care, discounted hearing exams, and hearing aids
• 401(k) retirement savings plan with company contribution
• Life, accident, and disability insurance
• Employee Assistance Program (EAP)
• Education assistance
• Seven paid holidays, vacation accrual of at least 48 hours per year, and paid sick

All offers of employment are contingent upon successful completion of all applicable screenings.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Pursuant to the San Francisco Fair Chance Ordinance and the Los Angeles Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.