Airfloat Sales Admin Coordinator

Sales & Administrative Coordinator

WHAT YOU NEED TO BRING

• Detail-oriented — you catch errors and missing information before they move downstream.
• Process-driven, linear thinker — you follow clear instructions and established steps reliably.
• Comfortable with computers and new software — full training provided on our systems.
• Solid communicator — professional and dependable over email, Teams, and phone with a remote production team.
• Speaks up when a process isn’t working, rather than working around it.

No specific industry background is required — we train on our products, systems, and processes. Prior experience in order entry, customer service, or ERP systems is preferred.

THE ROLE

Airfloat manufactures air skid and air caster systems that let industrial customers move extremely heavy loads with a fraction of the force required by forklifts or tuggers. The Sales & Administrative Coordinator keeps every order moving accurately — from quote, to sales order, to production, to shipment — and acts as the hub connecting customers, Sales, and Production.

WHAT YOU'LL ACTUALLY DO

• Spare parts quoting — prepare and send all spare parts quotes using price sheets and pricing in Acumatica.
• Order entry/processing — enter and process all sales orders for new equipment and spare parts; send sales order confirmations.
• Shipping & logistics — quote freight by entering weights and dimensions provided by Production into the system; coordinate shipments.
• Customer service — answer phones and emails promptly; call customers and purchasing contacts to coordinate quotes and orders.
• Customer & vendor forms — complete customer vendor setup forms and process new customer information.
• Production admin — keep Mission Control (Excel production-planning sheet) current with accurate dates, product/application details, and job/production order numbers.
• ERP tasks — related Acumatica work, including intercompany purchase orders and releasing items in the system.
• Coordination — serve as the link between customers, Sales, and the remote Production team via Teams, email, and phone.
• Executive support — light travel arrangements, calendar coordination, and other executive assistant tasks as needed.
• Process improvement — recommend and help implement improvements as you learn our systems.
• Other duties as assigned that reasonably support sales, administrative, and production operations.

WHAT SUCCESS LOOKS LIKE

• Rapid response — quotes, order confirmations, calls, and emails handled within 24 hours or better.
• Accurate systems — Acumatica (ERP/CRM) and Mission Control (production schedule) are current and correct at all times.
• Process adherence — established quoting, order entry, and shipping processes are followed every time.
• Clean handoffs — nothing gets lost between quote, sales order, production, and shipment.
• Continuous improvement — process problems get raised, not worked around.

TOOLS & SYSTEMS

• Acumatica — CRM/ERP used for quoting, customer information, sales orders, and production tasks.
• Mission Control — Excel-based production-planning sheet.
• Microsoft 365 — Excel, Outlook, and Teams.
• Full training provided on products, systems, and processes.

BENEFITS

• 401(k) with matching
• Health, dental, and vision insurance
• Health savings account
• Life and disability insurance
• Paid time off
• Parental leave

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

• Office environment; minimal travel required.
• Primarily computer-based work with frequent use of phone, email, and video calls.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.