Job Title: Design and Build Inside Sales – Spare Parts Coordinator
Employee: TBD
Reports to: Director of Proposal and Estimating
Location: 100% in office in Livonia, Michigan
Position Summary
The Design & Build Inside Sales – Spare Parts Coordinator is responsible for supporting customers through quotation development, spare parts coordination, order entry, and inside sales support for standard products and replacement components. This role serves as a key liaison between customers, sales, engineering, purchasing, project management, service, and operations to ensure accurate pricing, timely communication, and successful order execution.
The ideal candidate is highly organized, detail-oriented, customer-focused, and capable of managing multiple priorities in a fast-paced industrial and manufacturing environment. This position requires strong technical aptitude, commercial awareness, and the ability to work cross-functionally to support both customer satisfaction and operational efficiency.
Key Responsibilities
Quoting & Estimating
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Review and analyze RFQs, customer requests, specifications, drawings, BOMs, and equipment documentation.
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Prepare accurate technical and commercial quotations for spare parts, replacement components, and standard products.
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Develop pricing, scope definitions, and delivery timelines based on customer requirements.
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Coordinate with purchasing, vendors, and supply chain teams to obtain accurate pricing and lead times.
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Collaborate with engineering to verify design concepts, technical specifications, and part compatibility.
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Identify obsolete components and recommend upgraded or alternative solutions when necessary.
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Maintain estimating templates, historical pricing data, and proposal documentation.
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Support continuous improvement initiatives focused on estimating accuracy and quote turnaround times.
Order Entry & Order Management
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Enter and maintain customer orders within ERP systems with a high degree of accuracy.
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Verify pricing, quantities, lead times, shipping details, and product availability prior to order processing.
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Track order status and provide proactive updates to customers and internal stakeholders.
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Coordinate with warehouse, shipping, purchasing, and operations teams to ensure timely delivery.
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Resolve discrepancies involving pricing, shortages, shipping issues, part numbers, or customer documentation.
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Support inventory tracking and forecasting for commonly used spare and service parts.
Customer & Sales Support
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Serve as a primary point of contact for customer spare parts inquiries and replacement part requests.
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Support outside sales and service teams with customer communication, product recommendations, and technical clarification.
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Assist sales teams with CRM updates, pipeline activity, and quote follow-up efforts.
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Follow up on open quotations to support conversion into customer orders.
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Participate in customer discussions, clarifications, and negotiations as needed.
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Maintain a professional, responsive, and service-focused approach to customer support.
Cross-Functional Coordination
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Support post-order handoff activities to Project Management and Engineering teams to ensure alignment with quoted scope.
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Collaborate across departments to ensure proper ERP utilization and process consistency.
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Assist in developing standardized spare parts processes, documentation, and recommended spare parts packages for new equipment builds.
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Maintain organized records of quotes, orders, communications, project files, and customer documentation.
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Support reporting activities related to sales performance, quote conversion, backlog, and order accuracy.
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Ensure compliance with company procedures, documentation standards, and customer requirements.
Qualifications
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Experience in estimating, inside sales, customer service, order entry, or industrial product support preferred.
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Background in manufacturing, automation, conveyor systems, tooling, or industrial equipment strongly preferred.
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Ability to read and interpret technical drawings, part numbers, specifications, and customer purchase orders.
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Familiarity with spare parts, replacement components, and industrial product support processes.
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Experience working with ERP systems, CRM software, and Microsoft Office applications.
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Advanced proficiency in Microsoft Excel preferred.
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Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously.
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Excellent communication and collaboration skills across departments and customer groups.
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Strong analytical, problem-solving, and detail-oriented mindset.
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Commercial awareness with the ability to identify risks, cost impacts, and process improvements.
Key Skills & Competencies
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Technical aptitude and mechanical understanding
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Estimating and quotation development
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ERP and CRM system proficiency
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Customer service and inside sales support
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Order management and data accuracy
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Cross-functional collaboration
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Time management and prioritization
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Risk identification and problem-solving
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Attention to detail and organizational excellence
Key Performance Indicators (KPIs)
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Quote turnaround time
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Quote-to-order conversion rate
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Order entry accuracy
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On-time delivery support
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Customer responsiveness and satisfaction
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ERP and documentation accuracy
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Backlog and order processing efficiency
