SIS Account Coordinator- Hospitality

Job Title

Position Overview

Position Overview

As an Account Coordinator, you will support Account Managers serving annuity clients, primarily within the hospitality segment and other assigned market segments. This position assists Account Managers with daily activities related to managing customer accounts, responding to proposal requests, processing orders, maintaining project information, coordinating shipments, and supporting billing and job-closing activities.

The hospitality business is highly detailed and may involve custom products, specific brand standards, extended production lead times, and time-sensitive hotel renovation or opening schedules. The Account Coordinator must maintain accuracy, organization, and timely follow-up while supporting multiple accounts and projects.

This position will work closely with Account Managers to complete assigned tasks, support customer requirements, and help ensure projects move accurately and efficiently from initial request through delivery, billing, and closeout.

Primary Responsibilities

• Support Account Managers in responding to requests for project proposals.
• Assist with daily account-management activities, customer requests, and project-related tasks assigned by the Account Manager or Business Manager.
• Support the segment with special projects as directed by the Account Manager or Business Manager.
• Set up and maintain customer accounts and project information in WinBid.
• Support daily order-processing activities through WinBid, wholesale, e-commerce, and other applicable systems.
• Review and verify scopes of work, purchase orders, job details, pricing information, and supporting documentation for completeness and accuracy.
• Obtain purchase orders and job details from customer websites and designated account platforms.
• Upload customer purchase orders and supporting documentation into the appropriate systems.
• Generate WinBid purchase orders accurately and within required timelines.
• Coordinate with Customer Service and Transportation to enter, monitor, and track material orders.
• Monitor order status, production schedules, shipment details, and delivery requirements, escalating issues to the Account Manager when needed.
• Help coordinate the timely delivery of products based on customer, project, and installation requirements.
• Manage the proper assignment and allocation of inventory to designated customer accounts and projects.
• Monitor blanket inventory reserved for assigned accounts and communicate inventory needs or discrepancies to the Account Manager.
• Support hospitality projects involving custom products and established brand standards by maintaining complete and accurate project information.
• Create payable entries for vendor invoices, including Shaw material, third-party supplier, and installer invoices.
• Generate receivable invoices and support third-party billing requirements as needed.
• Support Account Managers with account-specific reporting requirements.
• Maintain organized and accurate account records in accordance with records-retention requirements.
• Follow up on past-due balances and enter appropriate accounts-receivable notes in WinBid.
• Submit job-closing requests and coordinate with the Operations team to ensure payables, billing, and job closings are completed accurately and on time.
• Monitor assigned activity through the job-closing desktop and follow up on outstanding items.
• Support account-management responsibilities during an Account Manager’s absence or as business needs require.
• Develop and maintain professional relationships with internal and external customers and partners.
• Communicate status updates, missing information, potential delays, inventory concerns, and other project issues to the Account Manager promptly.
• Maintain strong attention to detail while managing multiple orders, projects, deadlines, and customer requirements.
• Help identify process improvements that strengthen accuracy, responsiveness, and service delivery through SIS.

Position Requirements

• High school diploma or GED and three or more years of administrative, customer service, order-management, project-support, or related experience.
• Ability to work from the Dalton, Georgia office a minimum of two days per week.
• Strong organizational and time-management skills, with the ability to manage multiple tasks and changing priorities.
• Exceptional attention to detail when reviewing purchase orders, project scopes, pricing, inventory, shipment information, invoices, and job-closing documentation.
• Ability to work effectively in a high-volume environment that requires timely follow-up and quick turnaround.
• Excellent verbal and written communication skills for corresponding with internal and external customers, Sales, Account Managers, suppliers, transportation partners, and interdepartmental associates.
• Ability to follow established processes while recognizing and communicating exceptions, missing information, and potential risks.
• Strong problem-solving, negotiation, and conflict-resolution skills.
• Ability to take ownership of assigned work and follow tasks through completion.
• Ability to work collaboratively with Account Managers while performing assigned responsibilities with minimal supervision and independent judgment.
• Willingness to support special projects and changing business needs.
• Strong typing and computer skills, including proficiency with Microsoft Office applications.
• Knowledge of the flooring industry, hospitality segment, customer-service practices, or standard order-management processes is beneficial.

Preferred Skills

• Previous experience supporting Account Managers, customer accounts, projects, orders, or annuity relationships.
• Experience supporting hospitality customers, hotel projects, custom products, or established brand-standard programs.
• Knowledge of WinBid, Shaw Integrated Solutions, wholesale, e-commerce, or comparable order-management systems.
• Experience processing purchase orders, tracking material orders, coordinating shipments, or managing inventory allocations.
• Experience supporting accounts payable, accounts receivable, invoicing, third-party billing, or job-closing activities.
• Knowledge of commercial flooring products, installation processes, project timelines, or jobsite requirements.
• Experience working in a fast-paced, highly detailed customer-service or project-support environment.

Required Competencies

• Adapt and Change
• Solve Problems
• Manage Work
• Build Trusting Relationships
• Demonstrate Good Judgment

Shaw benefits include:  

• Medical, dental, and vision insurance  
• Life insurance and disability coverage  
• Tuition reimbursement  
• Employee assistance program  
• Health savings account  
• Paid Time Off  
• Parental Leave  
• 401K and Retirement Plans  
• Product discounts for employees  
• Adoption assistance  
• Shaw Family Health Center (Dalton, GA, and Cartersville, GA, locations)  

Work Shift