Sales Coordinator

Job Description

Job Description

The Sales Coordinator is responsible for providing administrative and operational support to the General Manager, sales team, operations team, and compliance department. This role helps ensure Salesforce accuracy, contract tracking, work order billing, scheduling support, and overall office organization. The ideal candidate is detail-oriented, organized, proactive, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Salesforce Management and Reporting

• Maintain Salesforce to ensure all information is accurate and up to date.
• Complete daily data entry, updates, and requested tasks in Salesforce.
• Ensure client and contact information is entered and maintained as accurately as possible.
• Assist the General Manager with the monthly renewal process as needed.
• Track closed won opportunities, cancellations, and changes on the Sales Report.
• Maintain accurate rolling volume reporting.

Work Order Management

• Bill work orders daily.
• Ensure Data Table 2 is updated daily and notify the General Manager of any problem sites.
• Review billing information for accuracy before work orders are pushed through to NetSuite.
• Run the non-return service ticket list on Tuesdays and Fridays and send it to the managers.
• Follow up to ensure work orders are turned in promptly once jobs are completed.

Contract Execution and Tracking

• Review incoming client contracts to ensure they match the information in Salesforce.
• Request certificates of insurance as required by customers.
• Send contracts to the General Manager for execution.
• Create and maintain a tracking spreadsheet for all returned contracts.
• Follow up with clients on a regular cadence to ensure executed contracts are returned in a timely manner.
• Ensure all contracts are properly filed in the building folders and uploaded to the opportunity in Salesforce.

Scheduling Support

• Assist the Scheduling Manager with portions of the weekly schedule as needed.
• Schedule work orders and communicate with clients for assigned portions of the schedule.
• Maintain and update the full schedule when the Scheduling Manager is out of the office.

Office Administration and Operational Support

• Answer incoming calls in a courteous and professional manner, assess caller needs, and direct calls to the appropriate team member.
• Order office supplies as needed.
• Support the upkeep and functionality of office equipment, troubleshoot issues, and coordinate with IT when necessary.
• Create and maintain tracking spreadsheets for franchise auto insurance policies, GPS systems, and workers’ compensation policies.
• Notify the General Manager and appropriate team members of upcoming franchise policy expirations.
• Create and maintain a tracking system for all Valcourt resale items to the franchises.
• Serve as a main point of contact for office service providers.

General Manager and Team Support

• Provide administrative support to the General Manager.
• Assist with planning and organization for company events, meals, special visits, and office activities.
• Work with the operations team to help plan the holiday party.
• Help build and maintain a team-oriented office environment that supports operations, sales, and compliance.
• Contribute to company growth by helping improve organization, communication, and office processes.

Qualifications

• Previous experience in sales coordination, office administration, operations support, or a related administrative role preferred.
• Experience using Salesforce or a similar CRM system strongly preferred.
• Experience with NetSuite or work order billing systems is a plus.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and deadlines.
• Strong written and verbal communication skills.
• Professional phone etiquette and customer service skills.
• Proficiency with Microsoft Office, Excel, Google Sheets, or similar tools.
• Ability to work independently while supporting multiple departments.

Company Description

Valcourt Building Services works with building owners and property managers to provide preventative maintenance, repairs, safety consulting, and comprehensive building envelope restorations to extend the life of a structure and protect property value. Valcourt works on commercial office buildings, high-rise residential buildings, parking garages, stadiums, hospitality buildings, and healthcare buildings.

For 35 years Valcourt has grown from a small window cleaning company serving the Washington, DC area into one of the largest exterior maintenance companies in the country. We proudly serve clients from our offices in New Jersey, Pennsylvania, Maryland, Virginia, Georgia, Florida, and Texas.

Company Description

Valcourt Building Services works with building owners and property managers to provide preventative maintenance, repairs, safety consulting, and comprehensive building envelope restorations to extend the life of a structure and protect property value. Valcourt works on commercial office buildings, high-rise residential buildings, parking garages, stadiums, hospitality buildings, and healthcare buildings.\r\n\r\nFor 35 years Valcourt has grown from a small window cleaning company serving the Washington, DC area into one of the largest exterior maintenance companies in the country. We proudly serve clients from our offices in New Jersey, Pennsylvania, Maryland, Virginia, Georgia, Florida, and Texas.