Sales and Operations Support

Job Title: Sales and Operations Support Specialist

Department: Sales / Operations

Location: Stafford, Texas

Reports To: General Manager

FLSA Status: Non-Exempt

Position Summary

The Sales and Operations Support Specialist position provides administrative, commercial, and project coordination support to the Sales and Operations teams at Premier Valve & Field Services. This position helps ensure customer projects, sales opportunities, purchase orders, documentation, invoicing, and deliverables are organized, accurately tracked, and completed on schedule.

The Sales and Operations Support Specialist serves as a key liaison between sales, project management, customers, vendors, subcontractors, procurement, and accounting. The position is responsible for maintaining accurate project records, monitoring schedules and action items, supporting bids and proposals, coordinating documentation, and assisting with project financial tracking and customer invoicing.

The ideal candidate is highly organized, detail-oriented, responsive, and able to manage multiple priorities while maintaining professional communication with customers, vendors, and internal teams.

Essential Duties and Responsibilities

Sales & Proposal Support

• Assist the Sales team with preparation of bids, proposals, quotes, scopes of work, and related customer documentation.
• Compile and organize information required for proposals and customer submissions.
• Track proposal deadlines, customer requirements, and followup activities.
• Assist with maintaining accurate customer and project information.
• Communicate with customers regarding project status, deliverables, scheduling, and required documentation.
• Provide administrative support to Sales and Project Management as needed.

Project Coordination & Documentation

• Maintain and distribute project schedules, milestones, deliverables, and deadlines.
• Track project documentation, including permits, drawings, Management of Change (MOC) documents, submittals, RFIs, and other project records.
• Maintain organized project files and ensure document control requirements are followed.
• Coordinate RFIs, change orders, and purchase orders from initiation through approval.
• Maintain actionitem logs and follow up with responsible parties on outstanding items.
• Prepare and distribute weekly project status reports.
• Support Project Managers with client progress reports, lookahead schedules, and other project reporting requirements.
• Monitor project milestones and communicate potential delays or issues to the appropriate manager.

Vendor & Subcontractor Coordination

• Process and track vendor purchase orders, invoices, and lien waivers.
• Coordinate with Procurement regarding material requirements and delivery schedules.
• Assist with subcontractor onboarding and maintain required documentation.
• Verify insurance certificates and other subcontractor compliance requirements.
• Follow up with vendors and subcontractors regarding outstanding documentation, deliveries, and approvals.

Financial & Billing Support

• Track project costs against approved budgets and identify/report variances.
• Assist Project Managers with costtocomplete forecasting.
• Assist with preparation, review, and submission of customer invoices.
• Track billing status and required customer approvals.
• Follow up on outstanding receivables and customer approvals as directed.
• Maintain accurate records of project costs, billing, purchase orders, and related financial documentation.

Reporting & Performance Tracking

• Track key project performance indicators, including: o Manhours
• Percent complete oSchedule variance
• Project costs oBilling status
• Outstanding action items
• Prepare recurring reports for management review.
• Identify discrepancies, missing information, or potential schedule and cost issues and communicate them promptly.
• Maintain accurate and current project information in applicable company systems.

Customer Service & Communication

• Serve as a professional point of contact for customers regarding project documentation, scheduling, deliverables, and administrative requirements.
• Respond promptly to customer requests and coordinate internally to obtain accurate information.
• Maintain professional relationships with customers, vendors, subcontractors, and internal stakeholders.
• Escalate customer concerns, project delays, cost issues, or other significant matters to the appropriate manager.
• Maintain confidentiality of customer, project, financial, and company information.

Qualifications

Required:

• High school diploma or equivalent.
• 2+ years of experience in sales support, project coordination, project administration, construction, industrial services, oil and gas, manufacturing, or a related field.
• Strong organizational and timemanagement skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple projects, deadlines, and priorities simultaneously.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Ability to maintain organized records and follow established processes.

Preferred:

• Experience supporting industrial, valve, pipeline, oil and gas, or field service projects.
• Experience with purchase orders, invoices, change orders, RFIs, submittals, and project documentation.
• Experience with project management or ERP systems.
• Familiarity with construction or industrial project terminology.
• Experience working with vendors, subcontractors, and commercial customers.

Knowledge, Skills, and Abilities

• Strong attention to detail and followthrough.
• Ability to prioritize work in a fastpaced environment.
• Strong analytical and problemsolving skills.
• Ability to identify discrepancies and communicate issues proactively.
• Ability to work independently while supporting a team environment.
• Strong customer service skills.
• Ability to maintain accurate and confidential records.
• Strong organizational and documentation skills.
• Ability to meet deadlines and manage competing priorities.
• Professional communication skills when interacting with customers, vendors, subcontractors, and employees.

Working Conditions

• This position is primarily officebased and may require occasional visits to company facilities, customer locations, or project sites.
• May occasionally require extended hours, including evenings or weekends, based on project or customer requirements.
• Ability to work effectively in an industrial environment when project or business needs require site visits.
• May require occasional travel.

Physical Requirements

• Ability to sit, stand, walk, and work at a computer for extended periods.
• Ability to use standard office equipment and computer systems.
• Ability to occasionally walk through industrial or project areas while following all applicable safety requirements.
• Ability to lift or carry light office materials and supplies as needed.

Performance Expectations

Success in this position will be measured by the employee's ability to:

• Maintain accurate and uptodate project documentation.
• Support timely completion of customer deliverables and project milestones.
• Provide accurate and timely sales and project support.
• Maintain effective communication with customers, vendors, subcontractors, and internal teams.
• Track and follow up on outstanding action items.
• Support accurate billing, purchase order, and project cost processes.
• Identify and communicate potential schedule, cost, documentation, or customer issues.
• Consistently demonstrate professionalism, accountability, teamwork, and attention to detail.

Equal Employment Opportunity

Premier Valve & Field Services is an equal opportunity employer. Employment decisions are based on qualifications, experience, skills, business needs, and other lawful factors without regard to legally protected characteristics.

Disclaimer

This job description is intended to describe the general nature and level of work performed in this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions. Management reserves the right to modify duties and responsibilities as business needs require.

About Premier Valve and Field Services

Premier Valve & Field Services takes pride in providing our customers with the highest quality of industrial valves and field service solutions. We recognize the importance of every request, and our highly trained, dedicated team works together to deliver the valve solutions required through an established and effective process. It’s what drives our company and it’s what our customers have come to expect. Whether we are manufacturing one of our new valves, performing one our many field services, or reconditioning a valve through our quality proven operation, our employees work around the clock to keep your production up and operating.