Sales Operations Coordinator

Job Description

Job Description

About Us:

Panelmatic, Inc. was founded in 1957 in Youngstown, OH to serve manufacturing industries with the design and build of custom electrical, instrument, and pneumatic control panels. Our business has sufficiently grown over the years to support expansion for our clients. We have produced control packages for many of America's top corporations in the chemical, environmental, food, pulp and paper, rubber, petroleum, pharmaceutical, glass, metals, and utilities industries. We also deliver equipment for use worldwide. Our rigorous methodology assures compliance with domestic and international standards. We can meet the needs of our diverse clientele from start to finish through sales, design, fabrication, testing, and delivery.

Since 1957, we have been known for our high-quality, custom-built control packages, our comprehensive service, and our technological and manufacturing expertise. This expertise assures you of our ability to handle the largest and most complex packages quickly and efficiently.

Job Summary:

We are seeking a highly organized and systems-focused Sales Operations Coordinator to support our Sales Operations and Sales teams. This position will serve as a key partner to the Sales Operations Manager and play an integral role in Salesforce, sales reporting and analytics, process development, customer qualification requirements, and sales support.

The ideal candidate is highly proficient in Salesforce, comfortable working with data and documentation, and able to manage multiple priorities in a fast-paced sales and manufacturing environment. This role requires someone who can work independently, identify gaps, maintain data integrity, assist with the development of SOPs and processes, and help ensure opportunities move through the sales process accurately and efficiently.

Job Duties:

• Serve as a primary day-to-day Salesforce resource for the Sales organization.
• Create, update, and maintain Accounts, Contacts, Leads, Opportunities, and related records.
• Maintain accurate opportunity stages, close dates, values, customer information, project information, and supporting documentation.
• Build and maintain Salesforce reports, dashboards, list views, and filters.
• Monitor CRM data quality and identify missing, incomplete, or inconsistent information.
• Support Salesforce users with system questions, processes, and troubleshooting.
• Assist with testing new Salesforce fields, workflows, validation rules, automation, and process improvements.
• Support documentation and training for new or updated Salesforce processes.
• Partner with the Sales Operations Manager on continued CRM development, optimization, and adoption.
• Create and maintain Salesforce reports and dashboards to support Sales and Sales Operations.
• Assist with analyzing sales performance, pipeline activity, win rates, customer pursuits, and opportunity trends.
• Support reporting and analysis related to estimator workload and other Sales Operations metrics.
• Use Excel to organize, analyze, validate, and reconcile sales data.
• Identify trends, data inconsistencies, and areas requiring follow-up within Salesforce.
• Assist the Sales Operations Manager with translating sales data into actionable insights for Sales leadership.
• Help develop standardized reporting processes, metrics, and documentation as the Sales Operations function continues to evolve.
• Assist the Sales Operations Manager with developing, documenting, and maintaining Sales Operations processes and SOPs.
• Help identify process gaps, inefficiencies, and opportunities for improvement.
• Document Salesforce and sales workflows to create consistent and repeatable processes.
• Assist with implementing new processes and supporting adoption across the Sales organization.
• Maintain process documentation as workflows and business requirements evolve.
• Support Sales throughout the opportunity lifecycle from initial customer request through award and closeout.
• Assist with opportunity creation and maintenance and ensure required information is captured in Salesforce.
• Coordinate sales documentation required for RFQs, bids, proposals, and customer submissions.
• Track outstanding documentation and follow up with internal stakeholders as needed.
• Maintain organized and accessible sales and customer documentation.
• Help ensure opportunities are properly updated and closed out following customer awards, purchase orders, or losses.
• Take ownership of designated administrative and operational tasks to allow Sales representatives to remain focused on customer relationships and selling activities.
• Manage and coordinate customer and vendor prequalification packages.
• Complete customer qualification questionnaires and maintain supporting documentation.
• Manage customer and vendor portal registrations, updates, and renewals.
• Gather and submit required documentation such as W-9s, Certificates of Insurance (COIs), safety documentation, company information, banking information, references, certifications, and other qualification materials.
• Maintain organized records of portal requirements, expiration dates, and qualification status.
• Track outstanding prequalification requirements and coordinate with Finance, HR, Safety, Legal, Operations, and other departments to obtain required information.
• Ensure customer portals and qualification records remain current and compliant.
• Assist Sales with bid packages, RFQs, proposal documentation, and customer submission requirements.
• Review bid requirements to identify required administrative and qualification documentation.
• Coordinate supporting documents and ensure submissions are complete and accurate.
• Maintain bid documentation and related records within Salesforce and appropriate company systems.
• Assist with tracking deadlines, customer requirements, and outstanding submission items.

Requirements

Minimum Qualifications:

• Strong Salesforce experience required.
• Experience working with Accounts, Contacts, Opportunities, reports, dashboards, and Salesforce data management.
• Strong Excel skills, including lookups, filtering, data analysis, and working with large datasets.
• Experience creating and interpreting Salesforce reports and dashboards.
• Ability to analyze sales data and clearly communicate key trends and findings.
• Experience with customer/vendor portals, prequalifications, RFQs, bid documentation, or proposal support strongly preferred.
• Advanced organizational skills with exceptional attention to detail.
• Proficiency with Microsoft Outlook, Teams, Word, Excel, and other Microsoft 365 applications.
• Ability to manage multiple deadlines and requests simultaneously.
• Strong written and verbal communication skills.
• Ability to work across departments to obtain information and drive outstanding items to completion.
• Comfortable learning new systems, processes, and technology.

  Preferred Qualifications:

• Experience with CRM updates and data cleanup.
• Experience supporting Salesforce process improvements and testing.
• Experience developing or maintaining SOPs and process documentation.
• Experience with customer prequalification platforms and third-party vendor management systems.
• Experience working with sales metrics such as pipeline, win rates, customer pursuits, forecasting, and workload analysis.

Benefits

• Medical, dental, vision, HSA, term life, AD&D, STD, LTD
• 100% medical premium paid for by Panelmatic for the employee-only level medical coverage
• 80% paid for by Panelmatic and 20% paid for by the employee on all other level medical coverage (i.e. employee plus child, employee plus spouse, family)
• 401(k) contributions matched 100% up to 4% 
• Scholarships, educational reimbursement, paid volunteerism, and paid personal and professional development provided
• PTO and paid holidays provided
• Career advancement opportunities
• Competitive wages
• Family-friendly environment with average employee tenure above five years