Sales Coordinator

Sales Coordinator Job Description

As a Sales Coordinator you will be one of the most important pieces of a well-oiled machine, your job is to ensure all those pieces work synchrony in a fast-paced environment. The main part of your job is to support the Sales staff to guarantee sales goals are being met. As the central axis, you will take on many rolls, depending on the needs of your teams. You will be working close with the Sales representatives making sure their work is organized and ready from start to finish. You will also be the bridge between customers and the Sales department, making sure all communication flows openly and effective. Your workload will be , but not limited to: managing schedules, filing important documents, reaching out to subcontractors and agencies, communicating and connecting sale representatives, Managers, internal and external customers and constantly updating your knowledge on the communications and low voltage field.

Sales Coordinator Duties & Responsibilities

Quote Board Management - Ensure quote are in the appropriate stage and archive quotes, as necessary

Attach copy of finalized proposal in our internal systems once sent to client

Create weekly and monthly Quoting and Booking Reports each Monday. Save reports accordingly and send to General Manager, CEO, Director of Sales, and Accounting

Project Booking - Begin booking process upon receiving approval from customer. Enter Sales Pre-Booking tasks within our internal systems for quote and assign accordingly. Ensure customer folder and our internal systems are organized correctly. Compile booking details into email for Operations. Once converted to job, schedule turnover between Sales and Operations and/or Service.

Send introduction email to customer listing the assigned project manager's contact information
Quote Documentation Management
Filter requests from customers and present to Sales team to determine bidding intentions
Create quote/change order within our internal systems and customer folder within W: Drive
Save all corresponding project documents: drawings, specifications, requirements, addendums, and RFI's if applicable
Send out finalized proposal to customer
Customer & Vendor Contracts/Forms
Complete any requested vendor qualification forms
Forward all contracts or documents that require personal signature to General Manager
Save all contracts/forms in customer folder
Request completed new customer form and W9 from customer
Create vendor-specific Master Subcontract Agreement and corresponding folder on W: Drive
Send MSA to vendor for review and main points of contact
Create contractor profile within our internal systems and save forms as attachments

Certificate of Insurance

Receive all COI requests and save accordingly. Go through list of all COI's and note which ones do not need to be renews by the agency, yearly. Request and manage all project endorsement and OCIP/CCIP enrollments. Requirements