Account Coordinator

POSITION Account Coordinator (AC)

DIVISION Furniture

TEAM Account Coordinators

REPORTS TO Director, Customer Success & Strategic Accounts

DIRECT REPORTS N/A

DESCRIPTION

As Account Coordinator at Color Art, you will have a great impact on our client experience and be involved in all aspects of our day-to-day operations. You will be the "right-hand" and the backup to the Account Manager and work closely with the Design, Project Management, and Accounting teams. Excellent customer communication, high attention to detail and meticulous follow-up will ensure your success in this client-facing role. This is a highly-visible position that greatly impacts both internal and external customers.

OBJECTIVES OF THIS ROLE

• Assist with administrative, accounting and all customer service functions
• Exceed clients' expectations with the overall customer experience
• Take ownership of how your role impacts the entire team, customer, and overall success of Color Art

RESPONSIBILITIES

Quotations & Pricing

• Create and finalize requested sales quotations in HDS per specifications provided by the Account Manager, Design, or customer
• Handle small quote requests including but not limited to the full specification and labor pricing on requests where design is not included
• Verify that model #'s and finish #'s are consistent with each line item description provided with specifications
• Question specifications when product specs seem inaccurate
• Prepare the HDS quotation for order entry when directed by the Account Manager, customer, or per customer purchase order
• Verify availability of loaners and demos
• Assist Design with COM reservations once a quote has been transitioned over
• Responsible for catalogue supported pricing and special engineering quote pricing
• Assist Account Manager and Design with pricing for non-catalogue supported items
• Assist with New Vendor Process & Deposit Approvals per documented process

Order Entry & Acknowledgements

• Manage converting all quotations into orders and appropriate printing and submitting of POs
• Manage all manufacturer acknowledgements by printing, checking for accuracy, updating in HDS, and filing

Post Order Entry

• Manage requested ship dates and work with manufacturer to adjust as project schedule requires via weekly Matrix reporting
• Preschedule CA deliveries and minor installations / Account Manager and/or Project Managers will be involved on larger installations
• Print local delivery and pick-up tickets
• Handle all AC filing duties
• Assist to troubleshoot any delivery/installation issues including any missing product
• Manage all Change Orders per documented process
• Enter and manage all DEO needs with manufacturer and provide regular status updates to AM & PM
• Handle service warranty issues and part requests received from customer
• Work closely with Accounting to ensure all orders are invoiced quickly and accurately
• Coordination with Manufacturers and Accounting on invoices, payments, contracts, COIs, lien waivers, etc.

Customer Experience

• Provide status reports to customers for outstanding orders and expected ship dates
• Answer customer service questions as they arise and handle all appropriate follow-up
• Assist with general requests such as courier needs, literature or sample requests, etc.
• Assist with bid documents based on information provided by the Account Manager and/or Design
• Handle customer complaints and direct to appropriate team member and ensure any follow-up is done

SKILLS / QUALIFICATIONS

• Proactive and professional communication
• Highly collaborative and relationship-focused
• Excellent organizational and time management skills
• Critical-thinking and problem solving
• Able to pivot quickly with shifting demands
• Proficient with Microsoft Office, Outlook, and Google Sheets
• Experience with Hedberg Data Systems & Matrix (Preferred)

EDUCATION / EXPERIENCE

• Post-Secondary Degree, Certificate, or equivalent experience
• 1-3 years' experience in a professional office or service environment (Preferred)
• Experience with Furniture, Installation, Maintenance, Warranty Claims or other relevant industries (Preferred)

Current Openings for Account Coordinator Jobs at Color Art