Sales Operations and Administrative Coordinator

Space Machine & Engineering Corp.; Saint Petersburg (FL); On-site; USD 45,000 - 65,000; Full time

Job summary

Space Machine & Engineering Corp. seeks an organized professional to drive quote activity, sales order creation, and data integrity in a fast-paced environment. You will support opportunity management, prepare pre-quote lists, and ensure accurate documentation in BC and SharePoint.

You’ll coordinate trade shows, manage logistics and vendor relationships, and assist in creating compelling presentations and proposals for sales meetings and executives. Strong communication skills are essential.

Qualifications

• Proficiency with Microsoft Business Central.
• Strong organizational and administrative skills.
• Ability to manage multiple deadlines and coordinate cross-functional teams.
• Excellent written communication and presentation formatting abilities.
• Familiarity with trade show logistics and marketing workflows.
• High attention to detail and commitment to data accuracy.

Responsibilities

• Lead Processing
• Enter and validate
• Opportunity Support
• Create pre-quote lists for bi-weekly discovery meetings
• Quote Generation
• Process quotes in BC, create Share Point file for quote/price back up and related documents (drawings, SCD, Step files), and (if needed) email chain
• Order Processing
• Create list for weekly meeting reviews, convert approved quotes to sales orders, create Share Point file include quote file and add purchase orders, T&C, COC, QA requirements and other related documents
• Business Central Data Integrity
• Maintain clean, accurate records; audit data regularly; ensure alignment between Quote, Sales order, Purchase order and related documents.
• Reports
• Generate weekly/monthly reports on pipeline, quote activity and bookings.
• Trade show coordination: planning, logistics, registration, booth materials, shipping, and vendor coordination.
• Presentations & Proposals: assist in creating PowerPoint decks and support drafting, formatting, and assembling proposals; manage version control.

Skills

Strong organizational abilities

Excellent written communication

Ability to manage multiple deadlines

Coordinate cross-functional teams

Attention to detail

Tools

Microsoft Business Central

Job description

Primary Responsibilities

• Lead Processing
• – Enter and validate
• Opportunity Support
• – Create pre-quote lists for bi-weekly discovery meetings
• Quote Generation
• – Process quotes in BC, create Share Point file for quote/price back up and related documents (drawings, SCD, Step files), and (if needed) email chain
• Order Processing
• – Create list for weekly meeting reviews, convert approved quotes to sales orders, create Share Point file include quote file and add purchase orders, T&C, COC, QA requirements and other related documents
• Business Central Data Integrity
• – Maintain clean, accurate records; audit data regularly; ensure alignment between Quote, Sales order, Purchase order and related documents.
• Reports
• – Generate weekly/monthly reports on pipeline, quote activity and bookings.

Trade Show Coordination

• Trade show planning, and post lead capture and follow up
• – Manage logistics, registration, booth materials, shipping, and vendor coordination.
• – Maintain brochures, product sheets, case studies, and digital assets.

Presentations & Proposals

• – Assist in creating PowerPoint decks for sales meetings, trade shows, and executive briefings.
• — Support drafting, formatting, and assembling proposals; manage version control and support deadlines.

Skills & Qualifications

• Proficiency with Microsoft Business Central
• Strong organizational and administrative skills
• Ability to manage multiple deadlines and coordinate cross
• Excellent written communication and presentation formatting abilities
• Familiarity with trade show logistics and marketing workflows
• High attention to detail and commitment to data accuracy