Sales & Operations Coordinator: Drive Quotes & Insights

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

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.