Sales & Project Coordinator

Coordinated Designs & Controls; Houston (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

Coordinated Designs & Controls in Houston, TX seeks a Sales & Project Coordinator to streamline customer communications, CRM updates, and quote follow-ups. You will support Sales, Project Management, Engineering, and Production Planning to keep opportunities moving.

This role reduces administrative burden by organizing follow-ups, notes, due dates, and handoffs, while ensuring open items are tracked and escalations are handled professionally.

Qualifications

• Prior experience in sales support, project coordination, or customer-facing coordination.
• Strong written and verbal communication skills in internal and external interactions.
• Excellent organizational skills with attention to detail and multi-item management.
• Experience using CRM systems and ERP platforms to track quotes, orders, and projects.

Responsibilities

• Maintain CRM notes, quote status, customer activity updates, and follow-up dates for assigned opportunities.
• Track open quotes and help Sales follow up consistently on customer next steps.
• Assist with routine customer follow-up emails and calls when directed by Sales.
• Help organize customer correspondence, quote information, due dates, and outstanding items.
• Help Sales Manager identify open, stale, hot, or customer-sensitive opportunities that need attention.
• Prepare weekly quote follow-up summaries and CRM cleanup lists as needed.
• Support PMs with project notes, action item tracking, customer follow-up, and routine communication organization.
• Track customer, vendor, and internal action items from project discussions and meetings.
• Assist with meeting recaps, action item lists, and project update summaries.
• Help organize project documents, correspondence, due dates, and communication records.
• Support handoff consistency between Sales, PMs, Applications, Engineering, and Production Planning.

Skills

Sales support

Project coordination

Customer communication

Strong organization

Tools

CRM systems

Excel

ERP systems (SAP/COUPA/Sage)

Job description

The Sales & Project Coordinator supports CDC by helping Sales and Project Management stay organized, follow up consistently, and maintain clear communication with customers, vendors, and internal teams. This role is responsible for CRM updates, quote follow-up tracking, project action item tracking, customer communication support, and coordination between Sales, Project Management, Engineering, Production Planning, Purchasing, and Manufacturing.

The position is intended to reduce administrative burden on Sales and PMs by keeping customer follow-ups, project notes, open items, timelines, handoffs, and routine communication organized. This role does not replace Sales, Project Management, Engineering, or Production Planning ownership.

PRIMARY TEAM SUPPORT

• Sales and inside sales support
• Project Management support
• Quote-to-PO handoff support
• Customer and vendor communication support
• CRM, project note, and action item organization
• Coordination with Engineering, Production Planning, Purchasing, Accounting, and Manufacturing

ESSENTIAL FUNCTIONS

• Maintain CRM notes, quote status, customer activity updates, and follow-up dates for assigned opportunities.
• Track open quotes and help Sales follow up consistently on customer next steps.
• Assist with routine customer follow-up emails and calls when directed by Sales.
• Help organize customer correspondence, quote information, due dates, and outstanding items.
• Help Sales Manager identify open, stale, hot, or customer-sensitive opportunities that need attention.
• Prepare weekly quote follow-up summaries and CRM cleanup lists as needed.

Project Management Support

• Support PMs with project notes, action item tracking, customer follow-up, and routine communication organization.
• Track customer, vendor, and internal action items from project discussions and meetings.
• Help PMs follow up on missing customer information, routine vendor updates, and low-level internal open items.
• Assist with meeting recaps, action item lists, and project update summaries.
• Help organize project documents, correspondence, due dates, and communication records.
• Support PMs by making sure small tasks and promised follow-ups do not fall through the cracks.
• Help organize quote-to-PO handoff information, including quote backup, customer correspondence, due dates, and key commitments.
• Track missing handoff items and help make sure customer requirements and open questions are documented.
• Help PMs understand what was promised, discussed, or left open during the quote stage.
• Support handoff consistency between Sales, PMs, Applications, Engineering, and Production Planning.

Customer and Internal Communication Support

• Communicate professionally with customers, vendors, and internal teams.
• Send routine follow-ups, meeting confirmations, missing information requests, and document receipt confirmations when directed.
• Route technical, commercial, schedule, or high-risk questions to the correct internal owner.
• Track open questions until resolved and help make sure responses are sent and documented.
• Avoid making technical, commercial, pricing, schedule, or scope commitments without approval from the responsible owner.

Administrative and Process Support

• Maintain shared trackers for quotes, customer follow-ups, open items, project action items, and handoffs.
• Help standardize templates for quote follow-up, missing information requests, meeting recaps, and open item tracking.
• Help clean CRM data and improve consistency of opportunity notes and follow-up dates.
• Support process improvements for Sales follow-up discipline, PM running notes, and project communication organization.
• Maintain organized project and sales records in the appropriate shared folders and systems.

ROLE BOUNDARIES

• This is not a full Project Manager role. PMs remain responsible for overall project execution, customer commitments, schedule escalation, change order direction, shipment coordination, and closeout ownership.
• This is not a full Inside Sales role. Sales remains responsible for pricing strategy, customer relationship ownership, quote delivery, negotiations, and commercial decisions.
• This is not an Engineering role. Engineering remains responsible for technical scope, apparatus decisions, power and control schemes, BOM technical accuracy, wiring diagrams, point-to-points, and technical clarifications.
• This is not a Production Planning role. Production Planning remains responsible for production schedule, material readiness, shop capacity, inventory planning, and production priority decisions.
• The coordinator may track technical or commercial questions, but should not answer them without approved direction from the responsible owner.

ROLE EXPECTATIONS

• Stay organized across multiple Sales and PM priorities without losing open items.
• Follow up consistently and professionally with customers, vendors, and internal teams.
• Keep CRM notes, project notes, action items, and customer communication records current.
• Ask clear questions when direction, ownership, or priority is unclear.
• Use good judgment on what can be handled independently and what must be escalated.
• Be comfortable supporting busy Sales and PM teams while maintaining clear boundaries.
• Help make CDC easier to manage by reducing work that lives only in emails, Teams messages, or people’s heads.

REQUIRED QUALIFICATIONS

• Prior experience in sales support, project coordination, customer service coordination, administrative coordination, order coordination, or equivalent practical experience.
• Strong written and verbal communication skills with customers, vendors, and internal teams.
• Strong organization, follow-up discipline, attention to detail, and ability to manage multiple open items at once.
• Comfortable using Microsoft Outlook, Teams, Excel, CRM systems, project trackers, and shared document folders.
• Ability to document notes clearly and accurately.
• Ability to work with Sales, PMs, Engineering, Production Planning, Purchasing, Accounting, Manufacturing, customers, and vendors.
• Professional customer-facing demeanor and willingness to chase open items politely but consistently.

PREFERRED QUALIFICATIONS

• Experience supporting Sales, PMO, project management, quote processing, RFQs, customer orders, or project accounting.
• Experience in manufacturing, construction, electrical equipment, industrial products, or another project-based business.
• Experience with CRM and project management software.
• Experience tracking RFQs, RFPs, RFIs, quotes, POs, work orders, production flow, invoices, RMAs, submittals, change orders, or closeout documentation.
• Experience with ERP, accounting, or customer systems such as SAP, COUPA, Sage, or similar tools.
• Experience preparing customer follow-ups, meeting notes, reports, and status summaries.

ROLE FIT

This role is best for someone who is organized, responsive, detail-oriented, and comfortable communicating with customers and internal teams. The person does not need to be an engineer, salesperson, or project manager, but must be able to support those groups by keeping information, follow-ups, and commitments organized.

• This job description is intended to describe the general nature of the role and is not an exhaustive list of all responsibilities. Responsibilities may evolve as business needs and employee capability develop.

About the Company:

Coordinated Designs & Controls, an affiliate of Electro-Mechanical LLC

All team members are expected to uphold EMC’s core principles and contribute positively to the company culture.

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed