Job Description
Job Description
SUMMARY
The Sales Coordinator is responsible for supporting the sales teams with compiling content for qualification submittals, receiving order request and processing orders, facilitating PO / contract administration, logging and tracking sales performance data, databases updates, document management, conducting research, coordinating information and forms for company’s project pursuits with sales team, and documenting essential information that supports our sales functions, plus other sales coordination efforts as needed. This is a full-time, non-exempt position.
Job will require engagements with customers and vendors. Must provide quality customer service, internally and externally to the company, and service incoming customer / sales / vendor calls and other related calls. Coordinate with other departments as necessary to carry out work; refer difficult matters to supervisor or manager. Organize and follow up on all tasks assigned. Use and maintain information and data within software systems for pursuit engagements, tracking of opportunities, sales and booking information, and customer accounts as necessary. Coordinate company licensing, insurance certificates, bonding (as required), compliance forms, bid forms, pre-qualification packages, and other elements which facilitate commercial business. Develop and maintain resource information on marketing material, literature, standards, processes and procedures, products, customers, vendors, subcontractors, government requirements, etc. in support of Sales Department functions.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
- Compile and process documents for easy consumption by team members and other departments, including optical character recognition (OCR) of plans, specifications, and other documents, highlighting information using color codes, bookmark information, and remove non-pertinent information. Mark-up pursuit documents and extract pages / sections for estimating and vendor coordination efforts.
- Reading and understanding client-provided documentation, deadlines and submission requirements. Document compliance requirements. Receiving and analyzing RFQs / RFPs requirements, Customer Purchase Orders and Contract Agreements for coordination of tasks. Collaborate with department management and subject-matter -experts as needed to complete tasks.
- Extract pertinent project information for sales team’s estimating purposes, data tracking into databases, and vendor coordination purposes. Coordinate pursuit information with sales team and other departments as necessary to facilitate the estimating process for bids and proposals.
- Order Entry Processing : Receive order instruments and order requests. Process orders into company software systems. Track and Log sales transactions. Create Job / Project Folders. Disseminate new project or change order information to designated project teams. Ensure accounting compliance is maintained and adhered to.
- Process Submission Packages, including the collecting of information, application forms, and registration data and the assembling of such information into a tabulated Submittal Packet. This involves the creation of Cover Transmittal Letters, Table of Contents, and electronic PDF books (fully bookmarked). Preparing and submitting prequalification documents and tracking prequalification status with public agencies, private organizations, consultants, contractors, and customer-base, as needed.
- Contract Administration : Coordinate the processing of Purchase Order / Contract documents, including proper filing (physical and digital), filling in document form information, logging / tracking, conduct preliminary review, acquiring acknowledgements / signatures, acquiring / processing insurance certificates and other required documentation, filing into project folders, and coordinating with customer needs.
- Researching and gathering information needed for sales and to support our business commercial needs.
- Consolidating content from contributors into the required format and flagging gaps to department management.
- Ensuring timely and accurate communication and delivery of tasks.
- Soliciting management reviews and approvals as needed.
- Tracking Departmental Results and Performance Metrics. Enter sales tracking and sales pursuit data into company databases and other software systems.
- Maintaining, augmenting, and improving library of reusable content and information components, templates, and processes to reduce response time and improve quality on future deliverables.
- Manage company business portals necessary for generating new business and for bidding purposes.
- Using subscription website services, identify pursuit opportunities, capture project information, download files, organizing files on network drive structure, combining PDF files, printing, data logging, and project tracking.
- Other related tasks as assigned.
REQUIREMENTS
Minimum Experience :
Minimum 1 year experience in a bid and proposal coordination role or2+ years of administrative support in a bid coordination environment involving documentation management compliance tracking, and cross-function collaboration.Degree Required :
High School diploma or GED equivalent; Associate Degree (Business Administration or similar AA / AS) preferred.Other : Valid CA Driver’s License
Experience Required :
Business
Possesses aptitude for office administration and business administration.Ability to work independently and collaboratively with a positive demeanor.Ability to perform well in high volume / fast paced environment.High level of organizational skills and proven attention to detail.Ability to coordinate and prioritize multiple projects to meet customer deadlines.Strong proficiency with computer use.Proficient with Microsoft Office (Word, Excel, Outlook, PowerPoint, Access), SharePoint, Adobe Acrobat, and PDF required; Bluebeam experience is a plus.Mathematical skills; whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percentage and to draw and interpret graphs.Knowledge of office procedures, practices and equipment; scanning, faxing, typing, copying, and file conversions.Strong grammar, writing, formatting, and editing skills, along with proficient notetaking abilities.Interpersonal
Excellent people skills, with the ability to work well with others. Team-oriented.Engages with tact and diplomacyCritical thinking skills with a proven ability to exercise initiative, judgment, and discretion.Excellent English verbal and written communication skills. Spanish a plus.Ability to thrive in a high-paced and at times stressful environment.Ability to continuously learn and become progressively proficient with duties, along with proper application of duties.