Sales & Administrative Operations Coordinator
il y a 7 jours
Tucson
Job Description OVERVIEW This role supports sales, operations, and administrative workflows to keep client orders moving smoothly from first contact to final delivery. The position requires strong communication skills, attention to detail, and the ability to manage many moving parts at once. You will work directly with clients, vendors, and internal teams. This is not a sit-behind-a-desk role — you’ll move between the office and warehouse areas as needed and support hands-on tasks such as inventory, packaging, and photographing completed orders. ADMINISTRATION RESPONSIBILITIES • Answer all incoming calls as the first point of contact for clients and prospects., • Maintain a warm, confident, knowledgeable phone presence — friendly but professional., • Determine whether the caller is a homeowner, builder, or architect and adjust communication accordingly., • Learn and maintain comprehensive product knowledge, including materials, terminology, and industry basics., • Manage multiple email accounts simultaneously, ensuring nothing is forgotten, lost, or left unresolved., • Track all threads and follow-up loops to prevent tasks, messages, or client issues from falling through the cracks., • Protect management’s time by acting as a gatekeeper: screen calls, handle questions, gather details, and escalate only when necessary., • Take accurate, detailed messages and ensure delivery to the correct person., • Choose the appropriate communication method (call, email, follow-up) based on urgency and situation., • Enter new leads from phone calls and emails into the CRM with complete, accurate details., • Ask qualifying questions to determine seriousness, timeline, and project stage., • Follow up on tasks independently without waiting for reminders., • Maintain spreadsheets and dashboards with clean formatting and accurate, up-to-date information., • Update statuses, color codes, checkboxes, and required columns without skipping steps., • Create and post holiday closure notices and office posters, and update company email signatures to reflect upcoming closed dates so staff and clients are clearly informed., • Manage and maintain printers (toner replacement, troubleshooting, uptime)., • Create shipping labels, verify addresses, and prepare packages, brochures, and sample boxes., • Ship materials, samples, and documents accurately and on time., • Be comfortable moving between the office, warehouse, and back-office areas to handle inventory and operational tasks. SALES RESPONSIBILITIES • Work closely with the Sales Representative to keep deals moving smoothly and prevent bottlenecks., • Protect the Sales Representative’s time by filtering information, collecting details upfront, and only escalating what truly requires sales involvement., • Move clients from deposit stage to signed contract efficiently., • Review client specification forms thoroughly to catch contradictions, missing details, or unclear selections before they reach sales., • Communicate with clients to resolve spec discrepancies clearly and professionally., • Prepare a clean, error-free specification summary so sales receives complete, accurate information without needing to double-check., • Communicate upgrade pricing and any changes based on spec selections., • Track client progress, identify stalls early, and take ownership of follow-ups until completion., • Follow up with the right amount of pressure to achieve outcomes while maintaining positive rapport., • Prioritize contract-related tasks over lower-value activities — understand what matters most to sales and production., • Maintain a calm but assertive presence when dealing with demanding clients., • Ensure sales can stay focused on selling, strategy, and high-level decisions by handling administrative and operational details independently. OPERATIONS RESPONSIBILITIES • Review internal requests and place orders for required materials and components., • Request vendor quotes and follow up consistently until received., • Read quotes and confirmations carefully to catch errors in sizes, quantities, pricing, or specifications., • Identify when quotes or pricing seem incorrect and question them proactively., • Confirm that vendors have actually placed orders and obtain written confirmations., • Track vendor timelines to ensure materials arrive on schedule., • Maintain internal inventory and ordering request sheets (does not involve counting inventory)., • Enter the warehouse to take final photos of completed doors for client review., • Add accurate labels, arrows, overlays, and notes to final photos — clearly marking interior vs exterior., • Photograph failed glass units or damaged materials for claims and quality control., • Manage incoming service requests and determine which ones are the most urgent., • Instruct clients to send photos to the service email account and ensure the images actually arrive., • Verify that all necessary information is collected and ready so the service department can begin immediately without chasing missing details., • Act as the communication bridge between clients and the service department — filtering, organizing, and prioritizing requests., • Notice inconsistencies or potential issues in workflows or documentation and notify manager, • Assist with packaging fragile items, samples, marketing kits, and production-related materials., • Switch tasks fluidly based on priority and urgency — flexibility is essential., • Step into workflow gaps when needed; no “that’s not my job” mentality. MARKETING RESPONSIBILITIES • Research and discover new builders, architects, and design firms for outreach., • Conduct cold email outreach campaigns to targeted prospects., • Maintain organized contact lists and track outreach responses., • Assist with social media engagement (comments, replies, interactions)., • Photo-hunt online using past project site addresses to find exterior images of homes where our doors were installed, for use on the MSD website and marketing materials., • Package and ship brochures, samples, and marketing materials., • Support ongoing brand awareness and content collection. EXPERIENCE NEEDED • Ability to handle pushy or demanding clients while staying calm, professional, and confident., • Experience guiding clients through multi-step processes where accuracy and follow-through matter., • Proficiency with spreadsheets and Google Workspace apps (Sheets, Drive, Docs, Gmail)., • Administrative or customer-facing experience with strong phone communication skills., • Proven ability to juggle multiple tasks, switch priorities quickly, and work independently., • Extroverted personality that enjoys talking to clients and building rapport over the phone. NICE-TO-HAVE • Familiarity with building industry, manufacturing, design, or architecture., • Spanish-speaking, • Experience with simple graphic design platforms (such as Canva, Photoshop) and comfort with basic photography or photo annotation. MSD EMPLOYEE STANDARDS • Think independently. Carry your own intellectual weight, • Respect your team and the workplace, • Take responsibility for your own happiness and fulfillment, • Help your team and step up based on the situation, • Know when something’s off and speak up, • Protect the culture. Negativity and carelessness don’t belong here, • Humility, honesty, and direct communication ABOUT MSD Modern Steel Doors (MSD) is a designer and manufacturer of one-of-a-kind custom front doors and pull hardware for luxury homes all over the world. Our doors have been used in projects featured in magazines, television, and even some celebrity residences. We work with homeowners, builders, and architects who expect precision, expertise, and quality. Behind these doors is a team that keeps everything running with exceptional accuracy and consistency, ensuring each client’s experience is as refined as the doors we create. This role supports the craftsmanship, customer experience, and overall peace that MSD strives to create for both our team and our clients. SCHEDULE, BENEFITS, ENVIRONMENT • Full time (First week may be part time for training), • Currently on-site only, • Biweekly hourly pay, • Schedule: Monday–Friday, 7:30 AM – 3:30 PM, • Lunch: Option to work through a 30-minute lunch break, • Ability to request unpaid days off, • Flexibility for occasional schedule adjustments if coordinated in advance., • Paid holidays, • Front office team size: 4, • Production team size: 5, • This is a factory with dust, sparks, and loud noises, • Dress code: casual, jeans or slacks, closed-toe shoes, • Not allowed: high heels, long nails, dresses, skirts, tank tops (this is a manufacturing facility), • Reports to: Sales Representative & Operations Manager, • Disclaimer: This role is subject to evolve and expand over time. Duties and responsibilities may change as needed. HOW TO APPLY • Email your resume to, • Read and follow written directions carefully
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