Sales & Marketing Coordinator

Woodward Communications

Madison, WI

Reports To: Sales Manager

Supervisory Responsibilities: None

Specific Responsibilities:

CRM & Data Management

Maintain and update CRM records with accuracy and consistency
Conduct regular CRM audits to ensure clean data and eliminate duplicates
Generate weekly, monthly, and quarterly sales reports for leadership and account executives
Track contract status, renewal dates, and outstanding paperwork
Monitor campaign performance and pull basic analytics for impressions, clicks, and fulfillment

Proposal & Sales Material Support

Create customized proposals, media plans, and presentations aligned with client goals
Prepare sales materials including media kits, rate cards, case studies, and one-sheets
Assist with RFP responses by gathering assets, pricing, and timelines
Manage insertion orders and ensure accuracy before processing
Potential direct sales opportunities with ancillary and special project sales

Communication & Correspondence

Manage email correspondence with clients and internal teams
Respond to basic client inquiries to support account executives
Send follow-up communications after campaigns or events
Coordinate delivery of proofs and gather client approvals

Advertising & Product Coordination

Schedule and track advertising placements across print and digital platforms
Oversee product inventory and availability across all media channels
Track deliverables to ensure timely submission of creative assets and approvals
Coordinate internal workflows between sales, production, editorial, and events teams

Event & Sponsorship Support

Assist with event coordination, including sponsorship fulfillment and promotional activities
Prepare event materials such as signage, attendee lists, and sponsor deliverables
Support promotional efforts tied to events, including social media and email marketing
Administrative & Operational Support
Process billing requests and collaborate with accounting on invoicing accuracy
Maintain organized digital filing systems for proposals, contracts, and creative assets
Support onboarding of new clients, including welcome emails and CRM setup
Assist with vendor coordination for print, digital, or event-related needs
Other duties as assigned by manager

Post-secondary education or equivalent combination of education, training, and relevant experience preferred.
Experience in sales support, customer service, marketing, administrative, or related business functions preferred.
Strong listening, communication (verbal and written), presentation, and interpersonal skills.
Proficiency with basic computer applications and business software, including Microsoft Office. Comfortable with CRM Platforms and digital tools
Ability to assess client needs and develop effective, result-driven marketing solutions.
Ability to manage multiple priorities and deadlines with confidence
Self-motivated, trustworthy, persuasive, and results-oriented, with the ability to work independently and collaboratively as part of a team.
Demonstrated alignment with company core values and ESOP culture.
Valid driver's license and ability to maintain adequate automobile insurance.

Physical Requirements:

These physical requirements describe the essential job functions and may be performed with or without reasonable accommodation.

Ability to sit or stand for extended periods of time while working at a computer, on the phone, or in meetings.
Frequent use of hands and arms for computer operation, phone use, and handling paperwork or promotional materials.
Ability to communicate effectively with clients, coworkers, and members of the public in person, by phone, and electronically.
Ability to travel locally for client meetings, sales calls, and station or community events.
Occasional lifting or carrying materials related to events or promotions, generally up to 25 pounds.

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Vacancy posted 4 days ago

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