Sales and Project Coordinator

Job DescriptionJob DescriptionParkforms is seeking an organized, detail-oriented Sales & Project Coordinator to support our sales, bidding, purchasing, and project management processes. This role helps move projects from initial bid through completion by coordinating documentation, pricing, scheduling, and communication.The ideal candidate is proactive, dependable, and able to manage multiple priorities. Construction experience is preferred but not required for the right candidate.Key ResponsibilitiesSales and Bid Support· Review bid invitations, project plans, specifications, addenda, and related documents to identify scope and submission requirements.· Assist with preparing estimates, proposals, bid packages, and customer-facing sales documents.· Request, organize, and compare pricing from manufacturers, vendors, subcontractors, and installation partners.· Track multiple open opportunities, proposal deadlines, required documents, and follow-up activities to help ensure timely and complete submissions.· Maintain accurate opportunity information, pricing records, proposal files, and customer correspondence.· Coordinate with sales representatives and managers to confirm scope, exclusions, alternates, lead times, freight, installation requirements, and other proposal details.· Assist with public and private bid submissions, including online bid portals, forms, certifications, and supporting documentation.· Follow up on outstanding quotes, approvals, selections, and information needed to advance sales opportunities.Project Coordination· Create and maintain organized digital project files from award through completion.· Support project kickoff by assembling contracts, purchase information, drawings, specifications, schedules, contacts, and other required documentation.· Prepare and track submittals, shop drawings, product data, color selections, permits, requests for information, change orders, and closeout documents.· Coordinate communication among customers, manufacturers, vendors, subcontractors, installers, field personnel, and internal teams.· Assist with material purchasing, purchase orders, order acknowledgments, production schedules, shipping information, and delivery coordination.· Track key milestones, approvals, long-lead items, material deliveries, installation dates, inspections, punch-list items, and closeout requirements.· Help confirm site readiness and communicate access, storage, delivery, installation, and scheduling requirements before mobilization.· Identify missing information, schedule risks, pricing discrepancies, and potential delays, then promptly elevate them to the appropriate manager.· Assist with warranties, operation and maintenance information, completion documentation, and final project records.These responsibilities align with common construction-project coordination practices, including document control, procurement support, scheduling, stakeholder communication, cost tracking, and project closeout.[3][4][^5]Office and Team Support· Support daily office operations, scheduling, customer communication, and the administrative needs of managers and project teams.· Maintain accurate records in the company’s project-management, accounting, and file-storage systems.· Prepare reports, meeting notes, task lists, and project-status updates as requested.· Coordinate calendars, meetings, deadlines, and follow-up items.· Assist with customer and vendor setup, certificates of insurance, contracts, invoices, and other administrative documentation.· Help improve templates, tracking systems, file organization, and internal processes.· Provide responsive, professional service to customers, vendors, and team members.· Perform other related duties as assigned based on company and project needs.Required Qualifications· Strong attention to detail and excellent organizational and time-management skills.· Ability to manage multiple bids, projects, deadlines, and competing priorities without losing accuracy.· Clear and professional written and verbal communication skills.· Strong follow-through, accountability, and problem-solving ability.· Proficiency with Microsoft Office, including Outlook, Word, and Excel.· Comfort learning and working in cloud-based file storage, project-tracking, and accounting systems.· Ability to work independently while collaborating closely with sales, project management, accounting, vendors, and field teams.· Ability to review detailed documents, recognize missing information, and ask appropriate questions.· High school diploma or equivalent.Preferred Qualifications· Experience in construction, estimating, project coordination, sales support, purchasing, permitting, or contract administration.· Familiarity with commercial construction plans, specifications, technical drawings, and bid documents.· Experience with OneDrive, Smartsheet, QuickBooks, or comparable platforms.· Familiarity with purchase orders, submittals, RFIs, change orders, schedules, permits, and closeout documentation.· Experience coordinating with manufacturers, suppliers, subcontractors, government agencies, general contractors, architects, or property developers.· Associate or bachelor’s degree in construction management, business administration, project management, or a related field.Construction-plan or technical-drawing experience is a plus but is not required for a candidate with strong organizational skills and the ability to learn quickly.\nCompany DescriptionParkforms is a family-owned, full-service commercial playground and site-amenities company providing turnkey support from planning and design through purchasing, installation, and project completion. The company serves projects throughout Florida and emphasizes durable products, safe installation, and a seamless customer experience.[Company DescriptionParkforms is a family-owned, full-service commercial playground and site-amenities company providing turnkey support from planning and design through purchasing, installation, and project completion. The company serves projects throughout Florida and emphasizes durable products, safe installation, and a seamless customer experience.[