Client-Facing Sales Admin & Quotes Coordinator

PRO EM; Phoenix, Northern (AZ, KY); Hybrid; USD 42,000 - 56,000; Full time

Job summary

PRO EM is seeking an Administrative Sales Assistant in Phoenix to support the Sales department with client communications, quotes, and documentation. The role emphasizes accuracy in estimating, order processing, and cross-functional collaboration with Account Executives, Event Management, and Operations.

The ideal candidate thrives in a busy environment, demonstrates strong communication, and proactively handles a wide range of tasks to ensure successful events and client satisfaction.

Qualifications

• Must be able to liaise with event contributors, venues, suppliers, and partners.
• Demonstrate problem-solving and creativity in fast-paced settings.
• Strong oral and written communication skills are essential.
• Proactive attitude with initiative to handle diverse tasks.
• Proficient with Word and Excel for documentation and reporting.

Responsibilities

• Represent PRO EM with a high level of professionalism when answering customer calls and inquiries.
• Protect the integrity of the estimating process by ensuring estimates reflect costs.
• Assist Account Executives with customer relations and lead generation support.
• Serve as primary call-in contact for PRO EM clients.
• Prepare quotes, contracts, and RFPs as needed.
• Maintain documentation and stay aware of company activities and industry trends.
• Support Sales and Operations through accurate administration of estimating and ordering.
• Coordinate information from Account Executives, Event Management Team, and Operations Staff.
• Operate within the Point of Rental (POR) System framework and verify order accuracy.
• Provide the Accounting department with accurate receivable/payable information.
• Assist Purchasing with sub-rentals, overbooking, and inventory control.
• Demonstrate interpersonal communication and participate in Sales meetings.
• Perform other duties as assigned.

Skills

People-focused

Problem-solving

High-pressured environments

Oral and written communication

Proactive and initiative

Word & Excel proficiency

Customer service

Tools

Word

Excel

Job description

PRO EM is seeking an Administrative Sales Assistant in Phoenix to support the Sales department with client communications, quotes, and documentation. The role emphasizes accuracy in estimating, order processing, and cross-functional collaboration with Account Executives, Event Management, and Operations.

The ideal candidate thrives in a busy environment, demonstrates strong communication, and proactively handles a wide range of tasks to ensure successful events and client satisfaction.