Sales Coordinator

About Union Office

Union Office is a Boston-based commercial furniture dealership with a long history alongside Allsteel and HNI. We help organizations across New England plan, specify, and furnish their workplaces. Our sales, design, and project management teams work closely together, and we're growing.

The role

The Sales Coordinator keeps our pre-sale pursuits organized, on schedule, and client-ready. You'll work beside our Account Managers and designers from the first client meeting through contract award. You'll assemble proposals, manage vendor quotes, track every deadline, and hand a clean package to project management when we win.

This is a pre-sale role. Order entry, delivery, and installation are handled by our operations and project management teams.

What you'll do

Run the pursuit calendar

• Own the pre-sale calendar: client deadlines, RFP due dates, and internal milestones across all active pursuits
• Keep CRM records and pursuit files current, including contacts, meeting notes, proposal versions, and client correspondence
• Attend client meetings with Sales Team, capture notes and action items, and send them out promptly
• Flag at-risk timelines to internal stakeholders and sales leadership early

Build proposals

• Lead assembly of proposal content, budgetary pricing summaries, and presentation packages, pulling input from sales, designers, and vendor reps into one polished deliverable
• Request, compare, and verify pricing and labor quotes from manufacturer reps and vendors
• Prepare cutsheet packages, spec summaries, and finish schedules to UOI standards
• Build and maintain budgetary Excel summaries and cost comparisons
• Manage revision cycles and version control, and quality-check every document before it leaves the building

Support the design team

• Triage incoming design requests and coordinate scope, priority, and timing with design team
• Research product options, specs, availability, and lead times
• Help prepare SIFs, preliminary configurations, finish boards, and presentation materials
• Manage timelines, processes, and key milestones

Communicate with clients, vendors, and the team

• Serve as a responsive point of contact for clients during the pre-award phase
• Build working relationships with Allsteel/HNI and ancillary manufacturer reps
• Coordinate showroom visits, product demos, and finish presentations

Hand off wins

• Prepare complete handoff packages for project management: final specs, approved proposals, client contacts, site information, and open items
• Take part in kickoff meetings so nothing is lost between sale and execution

What you bring

Required

• 2–5 years in sales support, proposal coordination, or project coordination
• A track record of assembling, formatting, and proofing professional proposals, pricing summaries, or spec packages
• The ability to juggle several pursuits and competing deadlines without losing accuracy
• Clear communication both spoken & written, including precise meeting notes and client-facing documents
• Exceptional organization skils
• Strong Microsoft Word, Excel, and PowerPoint skills

Preferred

• Experience in contract furniture, commercial interiors, or the A&D community
• Familiarity with CRM tools and SIF/cutsheet processes
• Knowledge of commercial furniture categories: systems, seating, casegoods, ancillary, and architectural products
• Allsteel/HNI experience