Sales Operations Coordinator

GILLIG LLC is the largest and most dependable manufacturer of Heavy-Duty Transit Buses in North America. Our customers are in all 50 states, and include cities, counties, transit districts, universities and major private fleet operators. We are headquartered in Livermore, CA.

GILLIG offers an excellent compensation and benefits package including 100% company-paid premiums for medical, dental and vision for employees and their families. Other benefits include a unique 401k profit-sharing plan and pension. 

Serve as the key administrator for the Sales Bid proposal process and customer order management.  This role will source procurement opportunities from transit authorities, universities, airports and private enterprises and coordinator the submission of winning proposals.  This position will successfully communicate and collaborate with variety of internal stakeholders and issuers of Request for Proposals (RFPs).  Provide support to internal Sales Operation and Regional Sales team as needed.

Request for Proposals (RFP) Management:

• Monitor, download, obtain, and secure request for proposal (RFP) documentation
• Create, update and maintain bid & costing documentation in Salesforce, electronic and paper files.
• Communicate with Bid team about addendums/updates throughout the bid process.
• Create templates, extension, Best and Final Offer (BAFO), clarification letters as required. 
• Assist in the bid preparation process including but not limited to physical (printing, packaging, mailing) and electronic submittals.
• Create contract books once contract has been secured.

Sales Work Order (SWO) Management:

• Load pertinent information into Salesforce and Lotus Notes including but not limited to major component details and header information.
• Create, Manage, and Assign serial numbers for all orders
• Split/merge orders in Salesforce
• Build reports and generate dashboards in Salesforce

Accounting/Audit Reporting:

• •  Create and/or request Buy America awards
  •  Audit invoice packets for completeness for final approvals
  •  Secure updated purchase orders/approvals to match changes during production
  • Maintain/assign invoice contact information in Salesforce

Other duties:

•  Notarize MSO, bid forms, and invoices
• As assigned by Director Sales Operation, Director National Sales & Vice President

• Salesforce.com Administration experience, including building reports and dashboards
• Microsoft Excel, Microsoft Word, Microsoft PowerPoint, and Salesforce proficient
• Experience working in a fast-changing environment that requires strategic thinking, resourcefulness, results-oriented decision making and commitment to excellence
• Ability to understand business needs from stakeholders to drive functional requirements.
• Strong sense of urgency and personal accountability; analytical skills.
• Excellent oral and written communications skills

• Environment – Office
• Physical requirements – Sitting and walking for long periods of time
• Health or safety hazards – Production Plant (safety glasses, ear plugs, close-toed shoes)

We are interested in every qualified candidate who is eligible to work in the United States. However, we are not able to sponsor work visa’s now or in the future.

After 130 years, GILLIG holds strong to its family values and focus on its employees and customers. Our motivated and dedicated employees have a passion for quality and customer satisfaction. We are committed to building buses that connect communities, eliminate congestion, and contribute to a greener environment. Our Company pride is exemplified by the thoughtful design and quality craftsmanship present in every GILLIG bus. GILLIG’s steadfast focus on quality and unwavering commitment to exceptional customer service sets us apart from our competition.  

In compliance with the Drug-Free Workplace Act of 1988, GILLIG has a longstanding commitment to provide a safe, quality-oriented and productive work environment consistent with the standards in which the company operates. Drug abuse poses a threat to the health and safety of GILLIG employees and to the security of the company's equipment and facilities. For these reasons, GILLIG is committed to the elimination of drug and alcohol use and abuse in the workplace. All applicants must pass a drug test before beginning work.

GILLIG is an equal employment opportunity and affirmative action employer.