Sales & Operations Coordinator

API Heat Transfer Career Center; Buffalo (NY); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

CRM experience (Salesforce)

Project management tools knowledge

Manufacturing/industrial knowledge

Executive presentations and reports

Job summary

APICZ is seeking a Sales & Operations Coordinator to support business development, quoting, reporting, and vendor logistics. You will manage quotes, inform customers, produce leadership reports, and handle project administration to keep the sales and project teams focused on delivering quality work.

The role rewards organization, attention to detail, and problem-solving, with daily interaction across Sales, Operations, and Project teams. Strong MS Office and data skills are essential.

Qualifications

• Background in operations, finance, project support, or admin roles.
• Excellent organizational skills and attention to detail.
• Proficiency with Microsoft Office (Excel, PowerPoint, Word).
• Strong written communication.

Responsibilities

• Prepare and manage customer quotes from request to delivery.
• Produce daily/monthly reports on projects, pipeline, and metrics.
• Track project costs, labor, materials, and variances.
• Source vendors and manage delivery status, travel logistics.
• Maintain Salesforce leads and ensure reporting accuracy.
• Coordinate calendars and internal team collaboration.

Skills

Operations/ Admin background

Strong organizational skills

MS Office expert

Written communication

Attention to detail

Problem-solving

Data familiarity

Self-starter

Tools

Salesforce

Job description

We're looking for aSales & 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 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

Nice to Have:

• 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