What are the responsibilities and job description for the Sales & Operations Coordinator position at API Heat Transfer Career Center?
We're looking for a Sales & Operations Coordinator to be the backbone of our business development. You'll manage the quoting process, keep customers informed, produce reporting and analysis for leadership, and handle the operational details that let our project and sales teams focus on delivering great work. If you're organized, detail-oriented, and enjoy solving logistical puzzles, this role is for you.
What You'll Do:
Quoting & Customer Communication
- Prepare and manage customer quotes from initial request through delivery
- Track quote status and follow up on pending approvals
- Communicate our process, timelines, and next steps to customers via email and calls
- Ensure quotes are accurate, complete, and reflect current pricing and terms
Reporting & Analysis
- Produce daily and monthly operational reports on project status, pipeline, and key metrics
- Gather data from Project Management, Sales, and Operations teams
- Create PowerPoint presentations for leadership reviews on major projects, including scope, budget, timeline, and risk
- Identify trends and flag issues (delays, cost overruns, bottlenecks) for management attention
Project Cost Management
- Support project costing, compile labor, material, and overhead estimates for new projects
- Track actuals vs. estimates and flag significant variances
- Organize and maintain project documentation for audit and reference
Vendor & Logistics Support
- Research and source vendors for project materials, services, and supplies
- Manage vendor relationships and track delivery status
- Support travel logistics: book flights, arrange hotels, manage expense reporting
Administrative Operations
- Maintain organized all leads in Sales Force and maintain reporting accuracy
- Process expense reports and coordinate reimbursements
- Manage calendars, meeting scheduling, and internal coordination across teams
- Develop and improve operational processes and templates
What You Bring:
- Strong organizational skills — You manage multiple projects simultaneously without dropping details
- Proficiency in Microsoft Office — Excel (pivot tables, formulas), PowerPoint, and Word are comfortable tools for you
- Written communication — You write clear, professional emails and can adapt your tone for customers and internal teams
- Attention to accuracy — Numbers, dates, and details matter; you catch errors before they become problems
- Problem-solving mindset — You anticipate issues and find solutions, not just flag problems
- Comfort with data — You can work with spreadsheets, interpret reports, and present information clearly
- Self-starter — You take initiative on routine tasks and know when to escalate
Nice to Have:
- Experience with Salesforce or similar CRM systems
- Familiarity with project management tools
- Background in operations, finance, project support, or administrative roles
- Knowledge of manufacturing or industrial processes (we'll teach you the technical details)
- Experience creating executive presentations and reports
APICZ