Sales Support Coordinator

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Sales Process Administrator

Position Summary

Reporting to the Technical Sales Manager the Sales Support Coordinator provides critical administrative and operational support to the sales, estimating, and project management teams. This role is responsible for ensuring that sales opportunities are accurately captured, quotes are efficiently processed, and job packages move seamlessly through the internal approval process, credit, and contract stages in a timely manner. Acting as the liaison between Sales, Service, Estimating, and Finance, this position streamlines communication, documentation, and follow-up to help the sales team focus on customer relationships and revenue generation.

Key Responsibilities:

Sales & Opportunity Coordination

• Enter new opportunities and quotes into Salesforce based on incoming information from the sales team.
• Create and maintain quote records in Salesforce, ensuring all required data fields (scope, costs, approvals, etc.) are complete and accurate.
• Track progress of each opportunity through the internal workflow - from job walk and estimate creation to quote, credit approval, and purchase order (PO) receipt.
• Follow up with the account executive to ensure that notes from customer visits or job walks are documented and uploaded.
• Assist in preparing and updating the estimate templates and supporting documentation, utilizing job specifications generated by the sales team, and coordinating with the estimating, parts sales and procurement departments to ensure timely completion of job estimates and generation of quotes.
• Ensure quote records are submitted for internal approval (Operations Cost Approval, Price Approval, etc.) and ensure those approvals are given in a timely manner.
• Track and follow up on quote and price approval status.

Credit, Contract & Customer Coordination

• Initiate credit checks and preliminary terms and conditions (T&Cs).
• Request and process credit applications from customers, coordinating with Finance and Legal as needed.
• Monitor and follow up with the sales team on customer purchase orders (POs) and ensure all contract requirements (insurance certificates, etc.) are met.
• Serve as the liaison between the Finance department and the customer/sales team for credit terms, contract documents, and payment inquiries.
• Support any price revisions or change orders, ensuring theyre reflected in Salesforce and communicated to the appropriate internal teams.
• Confirm payment terms of the customer.

Internal Communication & Process Support

• Ensure all necessary steps have been completed to move an opportunity from lead to job to payment.
• Track and report on quote aging, approvals in progress, production scheduling and shipments, and pending customer responses.
• Assist in standardizing internal tools and workflows (estimate templates, Salesforce fields, shared job walk tracker, etc.).
• Support leadership in maintaining clean and accurate data across Salesforce and IFS interfaces.
• Coordinate with the sales team to ensure all sales pipeline, visit reports and other data is up to date and as accurate as possible in Salesforce.

Qualifications

• Associates degree or equivalent experience in business administration, sales support, or related field.
• 5+ years of administrative or coordination experience in a technical, construction, or related environment.
• Proficiency in Salesforce (or equivalent CRM) and Microsoft Office (Excel, Outlook, Teams).
• Strong organizational skills with attention to detail and accuracy.
• Excellent communication skills and ability to coordinate across multiple teams.
• Familiarity with credit checks, terms and conditions, and contract documentation a plus.

Benefits of being a Cleaver-Brooks Sales & Service Employee:

• Comprehensive benefits, including medical, dental, vision, maternity support program, discounted virtual physician visits, voluntary medical benefits (Critical Illness, Hospital Care, and Accidental Injury), FSA, HSA, life insurance, short term and long-term disability
• Cash…