Sales & Operations Coordinator

Sales & Operations CoordinatorWe're looking for a Sales & Operations Coordinator to be the backbone of our business development. You'll manage the quoting process, keep customers informed, produce reporting and analysis for leadership, and handle the operational details that let our project and sales teams focus on delivering great work. If you're organized, detail-oriented, and enjoy solving logistical puzzles, this role is for you.What You'll Do:Quoting & Customer CommunicationPrepare and manage customer quotes from initial request through deliveryTrack quote status and follow up on pending approvalsCommunicate our process, timelines, and next steps to customers via email and callsEnsure quotes are accurate, complete, and reflect current pricing and termsReporting & AnalysisProduce daily and monthly operational reports on project status, pipeline, and key metricsGather data from Project Management, Sales, and Operations teamsCreate PowerPoint presentations for leadership reviews on major projects, including scope, budget, timeline, and riskIdentify trends and flag issues (delays, cost overruns, bottlenecks) for management attentionProject Cost ManagementSupport project costing, compile labor, material, and overhead estimates for new projectsTrack actuals vs.

estimates and flag significant variancesOrganize and maintain project documentation for audit and referenceVendor & Logistics SupportResearch and source vendors for project materials, services, and suppliesManage vendor relationships and track delivery statusSupport travel logistics: book flights, arrange hotels, manage expense reportingAdministrative OperationsMaintain organized all leads in Sales Force and maintain reporting accuracyProcess expense reports and coordinate reimbursementsManage calendars, meeting scheduling, and internal coordination across teamsDevelop and improve operational processes and templatesWhat You Bring:Strong organizational skills — You manage multiple projects simultaneously without dropping detailsProficiency in Microsoft Office — Excel (pivot tables, formulas), PowerPoint, and Word are comfortable tools for youWritten communication — You write clear, professional emails and can adapt your tone for customers and internal teamsAttention to accuracy — Numbers, dates, and details matter; you catch errors before they become problemsProblem-solving mindset — You anticipate issues and find solutions, not just flag problemsComfort with data — You can work with spreadsheets, interpret reports, and present information clearlySelf-starter — You take initiative on routine tasks and know when to escalateNice to Have:Experience with Salesforce or similar CRM systemsFamiliarity with project management toolsBackground in operations, finance, project support, or administrative rolesKnowledge of manufacturing or industrial processes (we'll teach you the technical details)Experience creating executive presentations and reportsEqual Employment Opportunity: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact API Heat Transfer at for assistance.