Commercial Coordinator

Description

Work Hours: 8:30 AM – 5:30 PM EST (Massachusetts); flexible for West Coast candidates

Duration: 6 months with potential extension (up to 1–2 years)

INTAKE NOTES:

• M-F (8:30-5:30pm eastern)
• Role is fully remote (Can be anywhere in the US, but will need to work eastern time zone hours)

Top 3 skills:

1. Highly independent, self-motivated / proactive
2. Detail oriented
3. Able to effectively communicate with team

Summary:

• Our Team is looking for a skilled Commercial Coordinator who will play a key role in managing and coordinating on-time and successful deliverables as it pertains to de-installation projects for our devices.
• The role requires a highly initiative-taking, meticulous individual who excels at working independently.
• Strong organizational skills, expertise in data management, and the ability to effectively communicate and collaborate with multiple stakeholders are essential for success in this position.

Essential Duties & Responsibilities:

• Works with cross-functional teams as the operational point of contact throughout the de-installation and disposition phase of projects.
• Facilitate seamless communication with the field team, project team, receiving team and logistics partner to drive high quality, timely coordination, and timely execution of activities.
• Ability to establish, schedule, track and communicate all activities related to the de-installation project.
• Maintains comprehensive documentation of all relevant projects and customer asset information.
• Processes cases, work orders, orders and return material authorizations (RMAs) to ensure activities are recorded and transacted accordingly in Client systems.
• Conducts thorough research and validation of customer asset records to ensure accuracy within the system, identifying and resolving discrepancies as necessary.
• Flexible in managing unexpected challenges and adjustments, such as changes to timelines or limited material availability.
• Consistently communicates project tasks, updates, risks, and changes in a clear and timely manner to all stakeholders. Manages internal and external customer communication via phone, email, and Salesforce.com (H1).
• Proactively addresses concerns with empathy and urgency, escalating matters when necessary.
• Fosters a positive and collaborative environment with others.
• Other duties and tasks as assigned.

Qualifications:

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• The requirements listed below are representative of the basic knowledge, skills, and/or abilities required.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Ability to remain composed and act professionally during high-pressure situations.
• Ability to cooperate with others and help coordinate work assignments with field engineers to achieve team goals.
• Excellent communication skills, both oral and written.
• Must speak clearly, be attentive, and actively listen and record information accurately.
• Flexibility and adaptability to changes based on business and customer needs.
• Comfortable working with and reviewing large datasets to ensure accuracy and completeness.
• Strong ability to research, update, and manage critical information effectively.
• Intermediate or above level PC (including Microsoft Office) skills. Salesforce and Oracle experience a plus.

Education:

• High School Diploma

Experience

• 1-3 years of experience in Project Management, Customer Service, or Administration with a company in a consumer-oriented market.

Specialized Knowledge:

• Proficiency with Office 365 (Outlook, Excel, and Word.),  Sharepoint & Salesforce knowledge is desired (but not required).

Skills

• Highly independent, self-motivated / proactive
• Thrives in a fast-paced, collaborative environment
• Excellent verbal and written skills
• Analytical thinker / Problem solver
• Interpersonal skills
• Attention to detail and strong organizational skills

Key Responsibilities:

• Return Process Management:
• Oversee the entire return process of company assets
• Run targeted return reports
• Verify successful returns through inventory tracking
• Coordinate with on-site teams (no on-site presence required)
• Locate returned products and manage logistics (scheduling pickups, box requirements, etc.)
• Vendor Relationship Management:
• Maintain professional communication with vendors
• Ensure timely updates and coordination for asset returns
• Reporting and Documentation:
• Maintain and update asset return reports regularly
• Monitor progress, flag anomalies, and resolve any issues
• Ensure accurate Excel-based documentation with shared access across teams
• Prevent duplication and maintain version control of online trackers

Asset Disposition:

• Track assets marked for certification of destruction or scrapping
• Follow up on proper disposal procedures

Tools & Technologies:

Must-Have:

• Office 365 (Teams, Outlook, Excel )

Nice-to-Have:

• Salesforce experience

Additional Information:

• Estimated inflow of 7,000–8,000 assets over the 6-month period
• Candidate must be detail-oriented and highly organized
• Strong written and verbal communication is essential