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The Sales/Project Coordinator will provide and manage administrative duties for the Design Engineering Team and Sales Team.
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Design Engineering Responsibilities:
- Adhere to the company's ISO Quality Management System (QMS)
- Facilitate project kickoff, reviews, and closure meetings. Meeting recaps to all project members both internal and external as required.
- Enter all new projects in the PM database (Easy Redmine) and ERP system including new quotes, project purchase orders and sales order entry and review.
- Assist in project documentation generation and maintenance such as statement of work, specifications, reviews, ECRs, customer signoffs, etc. ensuring alignment with work instructions.
- Work with Engineering Manager to perform ongoing project reporting including variance, risks, project cost and net profit, evaluate schedules, capacity/forecast planning and verify that all time/materials have been processed/invoiced.
- Build monthly department reports such as labor utilization, on-time-delivery, risks assessments and identified process improvements.
- Assist with prototype development by submitting PO requests for prototype materials needed. Manage materials received and disposition upon prototype completion. Receive, send, manage all prototype quotes with production and production requests for assistance.
- Work to help improve reporting from PM database as well as improve and automate reporting in general.
- Assist in implementation of engineering guidelines, maintenance of engineering work instructions, templates, and forms. Maintain/organize electronic file storage. Create and implement part/drawing number management to be incorporated into work instructions found in the QMS.
Sales Responsibilities:
- Process sales orders, quotes, and invoices.
- Prepare and update sales reports, dashboards, and presentations.
- Coordinate with logistics and supply chain teams to ensure timely delivery.
- Maintain CRM databases with up-to-date client and order information.
- Manage schedules, appointments, and meetings for the sales team.
- Prepare documentation for contracts, proposals, and agreements.
- Respond to customer inquiries and resolve issues in a timely manner.
- Build and maintain strong relationships with clients to support retention and growth.
- Liaise between the sales team and other departments (e.g., marketing, finance).
- Monitor sales targets and performance metrics, ensuring alignment with business goals.
Competencies
- Communication Proficiency - Written and Verbal
- Prioritizing, Planning and Organizing
- Initiative and Problem Solving
- Technical Capacity
- Attention to Detail and Accuracy
- Flexibility
- Ability to Multitask
- Customer Focus/ Service Orientation
- Collaboration/ Teamwork Orientated
Supervisory Responsibility
This position does not have supervisory responsibilities.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and complex application software tools.
Physical Demands
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift 25 pounds at times.
Travel
Little to no travel is expected for this position.
Required Education and Experience
- Associate degree in technical, quality or business administration.
- Two years of related work experience.
- Computer skills and intermediate Microsoft Office Suite skills.
- Knowledge of clerical and administrative procedures and systems such as filing and record keeping.
Preferred Education and Experience
- Bachelor's degree in Technical field or Business Administration.
- Four years of related experience.
- Project management experience.
AAP/EEO Statement
Pro-Active Engineering provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
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Pro-Active Engineering
Jun 18, 2025