Proposal & Sales Support Coordinator

Job Description

Job Description

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

• 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

---------------------------------------------------------------------------

At VMC Group we believe in supporting our employees both professionally and personally. When you join our team, you gain more than just a job — you gain access to a range of benefits designed to promote your well-being, growth, and financial security.

• 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

Join our team and build a rewarding career where your contributions are valued and your growth is supported. Be a part of a fast-growing, technology-driven manufacturing company — APPLY TODAY!

------------------------------------------------------------------------

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.