Sales & Projects Coordinator

Daily Responsibilities:

• Log every quote request, for any source.
• Draft quote from WorkGuru template.
• Own all job management in WorkGuru, starting with converting quotes to jobs.
• Process same-day project amendments.
• Provide status updates to the Client Relationship Managers and Executive Assistant (EA).

Weekly Responsibilities:

• Prepare weekly plan.
• Prepare project reports.
• Coordinate project meetings and kick-off packs.
• Review and verify recorded hours.
• Update the WorkGuru CRM.
• Update the Sales CRM.
• Export contact list and capacity planner.
• Prepare the weekly wrap-up.

Monthly Responsibilities:

• Prepare the monthly sales report.
• Prepare the monthly projects report.
• Prepare and send campaign emails.
• Review and clean-up CRM and contact lists.

Ongoing Responsibility:

• Own WorkGuru templates for quotes and jobs.

Quarterly Responsibilities:

• Provide support for Tender and RFx processes (4 a year, about 4 hours each).
• Conduct contact list audit and perform housekeeping in the jobs management system.

Yearly Responsibility:

• Assist in developing the annual campaign calendar covering six campaigns, review campaign templates and pricing, and roles.

Qualifications:

• Bachelor's Degree in Administration, or any related field.
• Proven experience as a Sales & Project Coordinator.
• Experience with WorkGuru or similar job management and workflow systems is a plus.
• Proficiency in using AI tools, with a preference for Claude and other AI-powered productivity platforms.
• Advanced Microsoft Excel skills, including reporting.
• Strong systems skills (i.e., Microsoft Word, Adobe or similar PDF software, including signing).
• Strong coordination, problem-solving, and decision-making abilities.
• Highly organized with well-developed systems, processes, and routines.
• Ability to work well with the team and drive outcomes to a timeline.
• Exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills.