SALES & MARKETING COORDINATOR

Woodward Communications; Madison (WI); On-site; USD 50,000 - 80,000; Full time

Job summary

Woodward Communications is seeking a capable sales support professional in Madison, Wisconsin. The role focuses on CRM data integrity, preparing proposals and media kits, and coordinating client communications.

You will assist with advertising placements, event coordination, and related administrative tasks to ensure smooth campaigns and accurate invoicing. Strong MS Office and CRM experience are expected.

Qualifications

• Experience in sales support, marketing, or related business functions preferred.
• Strong listening and written communication skills.
• Proficiency with MS Office and CRM platforms.

Responsibilities

• Maintain CRM records and generate routine reports.
• Create proposals, media kits, and sales materials.
• Coordinate client communications and proofs delivery.
• Support advertising placements and event logistics.
• Assist with invoicing, vendor coordination, and onboarding.

Skills

CRM & Data

Proposal Creation

Client Communication

Advertising Coordination

Event Support

Admin Support

Multi-tasking

Education

Post-secondary education

Tools

MS Office

CRM platforms

Digital tools

Job description

Job Details

Job Location: In Business - Madison, WI 53718
Job Shift: Day
Reports To: Sales Manager
Supervisory Responsibilities: None

Specific Responsibilities

• CRM & Data Management
  • Maintain and update CRM records with accuracy and consistency
  • Conduct regular CRM audits to ensure clean data and eliminate duplicates
  • Generate weekly, monthly, and quarterly sales reports for leadership and account executives
  • Track contract status, renewal dates, and outstanding paperwork
  • Monitor campaign performance and pull basic analytics for impressions, clicks, and fulfillment
• Proposal & Sales Material Support
  • Create customized proposals, media plans, and presentations aligned with client goals
  • Prepare sales materials including media kits, rate cards, case studies, and one-sheets
  • Assist with RFP responses by gathering assets, pricing, and timelines
  • Manage insertion orders and ensure accuracy before processing
  • Potential direct sales opportunities with ancillary and special project sales
• Communication & Correspondence
  • Manage email correspondence with clients and internal teams
  • Respond to basic client inquiries to support account executives
  • Send follow-up communications after campaigns or events
  • Coordinate delivery of proofs and gather client approvals
• Advertising & Product Coordination
  • Schedule and track advertising placements across print and digital platforms
  • Oversee product inventory and availability across all media channels
  • Track deliverables to ensure timely submission of creative assets and approvals
  • Coordinate internal workflows between sales, production, editorial, and events teams
• Event & Sponsorship Support
  • Assist with event coordination, including sponsorship fulfillment and promotional activities
  • Prepare event materials such as signage, attendee lists, and sponsor deliverables
  • Support promotional efforts tied to events, including social media and email marketing
• Administrative & Operational Support
  • Process billing requests and collaborate with accounting on invoicing accuracy
  • Maintain organized digital filing systems for proposals, contracts, and creative assets
  • Support onboarding of new clients, including welcome emails and CRM setup
  • Assist with vendor coordination for print, digital, or event-related needs
  • Other duties as assigned by manager

Qualifications

• Post-secondary education or equivalent combination of education, training, and relevant experience preferred
• Experience in sales support, customer service, marketing, administrative, or related business functions preferred
• Strong listening, communication (verbal and written), presentation, and interpersonal skills
• Proficiency with basic computer applications and business software, including Microsoft Office. Comfortable with CRM platforms and digital tools
• Ability to assess client needs and develop effective, result-driven marketing solutions
• Ability to manage multiple priorities and deadlines with confidence
• Self-motivated, trustworthy, persuasive, and results-oriented, with the ability to work independently and collaboratively as part of a team
• Demonstrated alignment with company core values and ESOP culture
• Valid driver's license and ability to maintain adequate automobile insurance

Physical Requirements

• Ability to sit or stand for extended periods of time while working at a computer, on the phone, or in meetings
• Frequent use of hands and arms for computer operation, phone use, and handling paperwork or promotional materials
• Ability to communicate effectively with clients, coworkers, and members of the public in person, by phone, and electronically
• Ability to travel locally for client meetings, sales calls, and station or community events
• Occasional lifting or carrying materials related to events or promotions, generally up to 25 pounds