Quoting & Operations Coordinator

Hirebridge; Buffalo (NY); On-site; USD 39,000 - 44,000; Full time

Benefits offered by this job

Health & Welfare Benefits

401(k)

Paid Time Off

Development Opportunities

Job summary

Hirebridge is seeking a Sales & Operations Coordinator in Buffalo, NY to act as the backbone of our business development. You will manage quotes, keep customers informed, and generate leadership reports and analyses, enabling project and sales teams to focus on delivering great work.

You will handle quoting, cost tracking, and vendor logistics, while maintaining organized project documentation and internal coordination.

Qualifications

• Background in operations, finance, project support, or administrative roles.
• Strong organizational skills and multi-project attention to detail.
• Proficiency in Microsoft Office (Excel, PowerPoint, Word).
• Excellent written communication for customers and internal teams.
• High accuracy with numbers, dates and details.
• Problem-solving mindset and proactive approach.
• Comfort with data, spreadsheets, and reporting.

Responsibilities

• Prepare and manage customer quotes from initial request through delivery.
• Track quote status and follow up on approvals.
• Communicate processes, timelines, and next steps to customers by email and calls.
• Ensure quotes reflect current pricing and terms.
• Produce daily and monthly operational reports on project status and metrics.
• Gather data from Project Management, Sales, and Operations teams.
• Create executive presentations on major projects, including scope, budget, timeline, and risk.
• Identify trends and flag issues for management attention.
• Support project costing: compile labor, material, and overhead estimates.
• Track actuals vs. estimates and flag variances.
• Organize and maintain project documentation for audit and reference.
• Research and source vendors for project materials and services.
• Manage vendor relationships and track delivery status.
• Support travel logistics: book flights, arrange hotels, manage expense reporting.
• Maintain organized all leads in Salesforce and reporting accuracy.
• Process expense reports and coordinate reimbursements.
• Manage calendars, meeting scheduling, and internal coordination across teams.
• Develop and improve operational processes and templates.

Skills

Strong organizational skills

Written communication

Attention to accuracy

Problem-solving mindset

Self-starter

Comfort with data

Tools

Salesforce

Microsoft Office

Excel

PowerPoint

Job description

Hirebridge is seeking a Sales & Operations Coordinator in Buffalo, NY to act as the backbone of our business development. You will manage quotes, keep customers informed, and generate leadership reports and analyses, enabling project and sales teams to focus on delivering great work.

You will handle quoting, cost tracking, and vendor logistics, while maintaining organized project documentation and internal coordination.