Proposal & Sales Support Coordinator

Description
The Proposal & Sales Support Coordinator plays a key role in supporting sales operations, customer communication, and the preparation of technical proposals, and quotations. This role supports the VP of Sales and works closely with engineering, laboratory, and project management teams to ensure accurate, timely, and professional customer‑facing documentation.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while transforming technical and project information into clear, polished proposals and supporting documents. This role is essential to ensuring operational efficiency, strong customer experience, and seamless project execution.

The ideal candidate is proactive, detail-oriented, and highly organized, with the ability to support both sales and technical teams. They thrive in a fast‑paced environment and excel at turning complex technical and project information into clear, accurate, and professional customer‑facing documentation while ensuring exceptional service and operational support throughout the project lifecycle.

Responsibilities not limited to:
Proposal & Technical Documentation Support

Prepare, edit, format, and finalize technical proposals, and quotations

Coordinate with engineering, laboratory, sales, and project management teams to gather technical and project scope information

Organize project scoping details including testing procedures, schedules, assumptions, exclusions, deliverables, and certification requirements

Maintain proposal templates, pricing structures, terms & conditions, and supporting documentation

Ensure all customer‑facing documents are accurate, professional, and compliant with company standards

Manage document control, version tracking, revisions, and file organization

Review technical content for accuracy, formatting consistency, and completeness

Sales Support & Customer Coordination

Create and maintain accurate customer and project records in CRM and ERP systems

Generate quotes and review purchase orders for accuracy prior to entry into Epicor

Support prospecting activities including follow‑ups with leads, past clients, conference contacts, and regulatory listings

Monitor expiring certifications and provide proactive updates to customers

Respond to customer inquiries and work with team to resolve service or project‑related issues in a timely manner

Prepare and distribute project booking communications and internal transition updates

Review and reconcile invoicing line items to ensure billing accuracy

Assist with preparation of business updates, presentations, and customer communications

Provide marketing and technical assets (photos, videos, lab updates) for customer and media use

Customer Communication & Project Coordination

Serve as a key point of contact for customer communication throughout the project lifecycle

Coordinate initial project schedules and timelines across sales, engineering, laboratory, and operations teams

Support smooth project handoffs between departments to ensure continuity and execution

Track proposal status, project milestones, approvals, and deliverables

Requirements

Bachelor’s degree preferred in Business, Communications, Engineering Support, Technical Writing, or related field

2+ years of experience in sales support, proposal coordination, technical documentation, project administration, or customer support

Experience in engineering, manufacturing, testing, laboratory, construction, or technical services preferred

Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat

Familiarity with CRM systems (Salesforce) and ERP systems (Epicor) preferred

Strong written and verbal communication skills with excellent attention to detail

Highly organized with the ability to manage multiple priorities and deadlines

Ability to work collaboratively across cross‑functional teams in a fast‑paced environment

Core Competencies

Proposal Development & Documentation

Sales Support & Customer Service

Project Coordination

CRM & ERP Management

Technical Writing & Formatting

Document Control & Organization

Cross‑Functional Collaboration

Time Management & Prioritization

Accuracy & Attention to Detail

Professional Communication

Benefits

Health, dental and vision insurance

401K with company match

Life Insurance

Flexible Spending Accounts

Generous annual time off policy

12 Company‑Paid holidays

A Solid Wellness Program to support your personal health goals

Professional development opportunities

Equal Employment Opportunity Statement
We provide equal employment opportunities to all applicants regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic.

#J-18808-Ljbffr