Sales & Operations Coordinator

API Heat Transfer; Buffalo (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

API Heat Transfer is seeking a Sales & Operations Coordinator to support quoting, customer communications, reporting, and project cost management. You will also handle vendor relations, travel logistics, and administrative operations to keep the team focused on delivering great work.

The role requires strong organizational skills, proficiency with Microsoft Office, and a proactive, detail-oriented mindset. Experience with Salesforce and creating executive reports is a plus.

Qualifications

• Background in operations, finance, project support, or administrative roles.
• Strong organizational skills and multitasking without losing detail.
• Proficiency with Microsoft Office suite (Excel, PowerPoint, Word).
• Excellent written communication for emails and reports to customers and internal teams.
• Attention to accuracy in numbers, dates and details.
• Problem-solving mindset with proactive issue resolution.
• Comfort with data analysis and presenting insights clearly.
• Self-starter who initiates routine tasks and escalates when needed.
• Salesforce experience is a plus for CRM workflows.
• Experience creating executive presentations and reports is advantageous.

Responsibilities

• Quoting & customer communication: prepare quotes, track status, and communicate timelines to customers.
• Reporting & analysis: produce daily and monthly operational reports, pull data from multiple teams, and create leadership presentations.
• Project cost management: assist with cost estimates, track variances, and maintain project documentation.
• Vendor & logistics support: source vendors, manage relationships, and oversee travel logistics.
• Administrative operations: maintain leads in CRM, process expenses, coordinate calendars and improve processes.

Skills

Background in operations

Strong organizational skills

Microsoft Office

Written communication

Attention to accuracy

Problem-solving mindset

Comfort with data

Self-starter

Salesforce experience

Executive presentations experience

Tools

Excel

PowerPoint

Word

Salesforce

Project management tools

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 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

Equal Employment Opportunity: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact API Heat Transfer at [phone] for assistance.