Sales Coordinator - Leasing & Finance

Position Purpose:

The Sales Coordinator is responsible for providing sales, administrative, customer service, and transaction support to the Civista Leasing & Finance sales team. This position supports the sales pipeline by coordinating with sales representatives, equipment manufacturers, dealers, vendors, customers, credit, documentation, and operations to help facilitate equipment financing and leasing transactions. The Sales Coordinator is responsible for entering and maintaining accurate information in Salesforce, assisting with the collection of required information, preparing proposals, tracking outstanding items, and helping move transactions through credit approval and documentation in an efficient and customer-focused manner.

Description of Duties, Responsibilities and Expectations

• Support the leasing sales team by coordinating basic customer, vendor, and dealer follow-up related to financing opportunities, required paperwork, pending items, and transaction status. Questions related to pricing, rates, credit approval, or sales strategy should be directed to the appropriate sales representative.
• Enter and maintain accurate Salesforce data for new customers, vendors, and opportunities, ensuring that customer, vendor, and transaction information is complete, consistent, and current.
• Assist sales representatives with the preparation of proposals and related customer correspondence. The Sales Coordinator may send proposals or basic updates to customers when appropriate, while referring financing questions back to the assigned sales representative.
• Coordinate with sales, credit, documentation, and operations through Salesforce and other internal communication channels to help facilitate the credit approval and documentation process.
• Request vendor invoices and follow up on documentation needed for approved transactions, including auxiliary items such as LLC operating agreements, certificates of insurance, commitment deposits, and missing checklist items.
• Monitor sales representatives’ opportunities, provide reminders regarding pending or aging items, and assist with follow-up for out-of-date customer and vendor information.
• Provide basic status updates to customers and vendors to keep them informed throughout the financing process, while maintaining a high level of customer service and professionalism.
• Run requested reports for sales representatives and assist with monitoring pipeline activity, opportunity tracking, and other sales-related reporting needs.
• Assist with gathering, organizing, and packaging financial or supporting information needed for credit review, documentation, or transaction processing.
• Maintain customer and transaction files by tracking the receipt of required documents and ensuring information is routed appropriately to the correct internal department.
• Assist with monitoring and updating reports, exception items, maturities, or other tracking reports as needed to support sales, portfolio management, and transaction administration.
• Participate in sales representative phone calls with customers and vendors, when appropriate, to learn the financing process, understand communication expectations, and support effective customer and vendor interaction.
• Perform varied administrative duties, which may include answering phones, scanning, scheduling, preparing documents, coordinating meetings or events, and providing general department support.
• Maintain confidentiality of customer, vendor, and company information and use appropriate courtesy, tact, and diplomacy when obtaining or providing information that may be sensitive in nature.
• Provide backup support to other Leasing & Finance team members or related administrative functions as needed.
• Perform all other duties as assigned.