Sales Support Coordinator

Ketchum & Walton Co. • Full-time • Tampa • 1w ago

Who we are: Ketchum & Walton is a trusted manufacturers’ representative serving industry leaders in Noise Control, HVAC Equipment, and Indoor Air Quality. We help clients achieve greater efficiency and cost savings through innovative solutions in air filtration, architectural and interior noise control, HVAC systems, and vibration isolation. We’re proud to partner with top-tier manufacturers who are committed to continuous improvement, cutting-edge research, and advancing technology. Our work environment reflects these values—creative, collaborative, and focused on solving complex problems for our clients. At Ketchum & Walton, our core values are the foundation of everything we do. We’re a team that thinks strategically, works collectively, and strives to be a world-class organization. If you’re driven, innovative, and ready to make an impact, we’d love to hear from you. What we need: Our ideal Sales Support Coordinator is a highly organized, detail-driven professional who thrives in a structured, process-oriented environment. This person is dependable, patient, and consistent, with the ability to manage transactional orders, maintain ERP accuracy, and ensure customer deadlines are met. They are collaborative and service-minded, comfortable coordinating with customers, vendors, and internal teams to keep orders, documentation, and invoicing on track from start to finish. Key Responsibilities

Manage the day-to-day execution and movement of customer orders, ensuring deadlines and deliverables are met
Process transactional material-only orders, including issuing vendor purchase orders and coordinating delivery to customers
Amend sales orders as needed (part numbers, quantities, ship-to information, order corrections, etc.)
Provide estimating and pricing support to the Sales team, including:
- Vendor pricing updates and material cost comparisons
- Tracking customer quotes and special pricing
- Maintaining current labor pricing matrices
Maintain a strong customer interface by supporting:
- Filter quote requests and general inquiries
- Order acknowledgements, status updates, ship dates, and tracking numbers
- Deposit tracking, progress invoicing, and payment confirmations
Coordinate with the Warehouse Manager on freight quoting, incoming deliveries, and inventory availability
Review customer purchase orders for compliance and support contract documentation needs in partnership with Legal
Source, create, submit, and track technical documentation deliverables, including product data, drawings, samples, test reports, certifications, LEED documentation, warranties, and closeout materials
Assist Accounts Receivable with invoicing milestones, deposits, progress billings, retainage invoices, and aged receivables support
Maintain key operational and sales reporting, including:
- Monthly bookings forecasts
- PO Book vs. ERP discrepancy analysis
- Monitoring aged opportunities and open order queues
- Customer-specific shipping and requirement matrices
Support ERP management and system accuracy, including:
- New customer and vendor setup
- Credit reference review and terms recommendations
- Item ID creation and part number validation
- Batch invoicing, job closeout, cancellations, and change order coordination
Ensure adherence to standardized processes, documentation requirements, and company policies
Provide general administrative and office support, including facility coordination, supply ordering, and mail processing
Other duties as assigned

What you need: Minimum Qualifications

High school diploma or equivalent required.
2+ years of experience in sales support, order management, project coordination, or a related administrative operations role
Demonstrated ability to manage high-volume transactional order processing with strong attention to detail and accuracy
Proficiency in using ERP systems for order entry, invoicing, and purchasing
Strong working knowledge of Microsoft Office Suite, especially Excel, Outlook, and document management tools
Experience coordinating with customers, vendors, and internal teams to track orders, resolve issues, and meet delivery deadlines
Ability to handle technical documentation and compliance-related deliverables such as submittals, certifications, warranties, and project closeout materials
Excellent organizational, time management, and follow-through skills in a fast-paced, deadline-driven environment
Strong written and verbal communication skills with a customer-service mindset
Ability to work independently while collaborating across departments

Reports to: Director of Sales Status: Full-Time, onsite Job Class: Exempt Company Benefits We are proud to be 100% employee-owned (ESOP) and committed to investing in our people. Our team members enjoy an extensive benefits package, including:

Annual contribution into ESOP account
100% employer-paid healthcare premiums
Biannual bonus opportunities
Paid time off, holidays, and leaves
401(k) retirement plan
And more!

Ketchum & Walton is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Employment decisions are based on qualifications, merit, and business need—regardless of race, religion, color, sex, gender identity, sexual orientation, age, disability, national origin, veteran status, or any other protected status under applicable law. Please note: We are not engaging with recruiting agencies for this position and will not respond to agency inquiries. Position Location

Tampa, FL

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