SALES & MARKETING COORDINATOR

Woodward Communications, Inc.; Madison (WI); On-site; USD 45,000 - 65,000; Full time

Job summary

Woodward Communications, Inc. in Madison seeks a detail-oriented Sales Support Specialist to maintain CRM records, audit data, generate reports, and track contracts to keep client information accurate.

You will create proposals, media plans, assist with RFPs, coordinate ad placements, and support events. Proficiency in CRM platforms and MS Office is essential for success in our fast-paced agency environment.

Qualifications

• Post-secondary education or equivalent. Robust communication and organizational skills are a must.
• Experience in sales support, customer service, marketing, or admin functions is preferred.
• Ability to listen, articulate, and collaborate effectively with clients and teams.
• Proficiency with basic computer applications and business software, including MS Office; comfortable with CRM platforms and digital tools.
• Ability to assess client needs and craft marketing solutions that drive results.
• Strong multi-tasking, prioritization, and deadline management in a fast-paced environment.
• Demonstrates alignment with company values and ESOP culture; valid driver’s license is a plus.

Responsibilities

• 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.
• 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.
• 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.
• Schedule and track advertising placements across print and digital platforms.
• Oversee product inventory and availability across all media channels.

Skills

CRM platforms

Microsoft Office

Communication skills

Interpersonal skills

Multitasking

Education

Post-secondary education or equivalent

Tools

CRM Platforms

Microsoft Office

Digital tools

Job description

• 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
• 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
• 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

Reports To:

General 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 needsOther 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

These physical requirements describe the essential job functions and may be performed with or without reasonable accommodation.

• 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.