Sales & 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

We're looking for a Sales & Operations Coordinator to be the backbone of our business development. You'll manage the quoting process, keep customers informed, produce reporting and analysis for leadership, and handle the operational details that let our project and sales teams focus on delivering great work. If you're organized, detail-oriented, and enjoy solving logistical puzzles, this role is for you.

What We Offer You:

• Opportunity to learn from and contribute to a premier, global engineering team!
• Be part of leading-edge technology for the heat transfer industry.
• Ability to impact customers across multiple industries.
• Full health & welfare benefits, 401(k), PTO, and developmental opportunities!
• Salary Range: $28/hour - $32/hour

What You'll Do:

Quoting & Customer Communication

• Prepare and manage customer quotes from initial request through delivery
• Track quote status and follow up on pending approvals
• Communicate our process, timelines, and next steps to customers via email and calls
• Ensure quotes are accurate, complete, and reflect current pricing and terms

Reporting & Analysis

• Produce daily and monthly operational reports on project status, pipeline, and key metrics
• Gather data from Project Management, Sales, and Operations teams
• Create PowerPoint presentations for leadership reviews on major projects, including scope, budget, timeline, and risk
• Identify trends and flag issues (delays, cost overruns, bottlenecks) for management attention

Project Cost Management

• Support project costing, compile labor, material, and overhead estimates for new projects
• Track actuals vs. estimates and flag significant variances
• Organize and maintain project documentation for audit and reference

Vendor & Logistics Support

• Research and source vendors for project materials, services, and supplies
• Manage vendor relationships and track delivery status
• Support travel logistics: book flights, arrange hotels, manage expense reporting

Administrative Operations

• Maintain organized all leads in Sales Force and maintain reporting accuracy
• Process expense reports and coordinate reimbursements
• Manage calendars, meeting scheduling, and internal coordination across teams
• Develop and improve operational processes and templates

What You Bring:

• Background in operations, finance, project support, or administrative roles
• Strong organizational skills — You manage multiple projects simultaneously without dropping details
• Proficiency in Microsoft Office — Excel (pivot tables, formulas), PowerPoint, and Word are comfortable tools for you
• Written communication — You write clear, professional emails and can adapt your tone for customers and internal teams
• Attention to accuracy — Numbers, dates, and details matter; you catch errors before they become problems
• Problem-solving mindset — You anticipate issues and find solutions, not just flag problems
• Comfort with data — You can work with spreadsheets, interpret reports, and present information clearly
• Self-starter — You take initiative on routine tasks and know when to elevate

Preferred Qualifications

• Experience with Salesforce or similar CRM systems
• Familiarity with project management tools
• Knowledge of manufacturing or industrial processes (we'll teach you the technical details)
• Experience creating executive presentations and reports

APICZ