Aquaworx is seeking an organized, detail-oriented, and customer-focused professional to join our team as a Sales Support & Project Coordinator. This position plays an important role in supporting our Sales team by coordinating customer communications, preparing quotes, maintaining project information, and facilitating communication between Sales, Operations, Engineering, and Technical Services.
The ideal candidate is a proactive problem-solver who enjoys working with customers, managing multiple priorities, and keeping projects moving forward. This role will work closely with our sales representatives to support new and existing customers, coordinate projects from initial quotation through production and delivery, and independently manage quotations and customer requests for smaller projects when needed.
This is an excellent opportunity for someone who enjoys a combination of customer service, sales support, and project coordination in a collaborative, technical manufacturing environment.
Key Responsibilities
Sales Support & Customer Coordination
- Work directly with the Sales team to assist with customer inquiries, project coordination, quotations, and follow-up communications.
- Prepare, review, and distribute customer quotations and proposals in collaboration with sales representatives.
- Independently prepare quotes and coordinate customer requests for smaller projects, replacement equipment, and standard products as needed.
- Serve as a primary point of contact for routine customer questions, project updates, and general sales support.
- Coordinate communication between customers, Sales, Operations, Engineering, and Technical Services to ensure timely and accurate information.
- Assist sales representatives with gathering project requirements, product information, pricing, and supporting documentation.
- Answer and direct incoming customer calls, providing professional and responsive customer service.
CRM Management & Quoting Support
- Maintain accurate customer, contact, deal, and project information within HubSpot CRM.
- Assist the Sales team with managing deal pipelines, tracking opportunities, and coordinating customer follow-ups.
- Create and update customer quotes using company quoting software.
- Work closely with Operations to establish and assign product costs, maintain accurate pricing information, and update product and pricing data within the company's quoting software.
- Help maintain organized and accurate product information, quotation templates, and supporting sales documentation.
- Identify opportunities to improve CRM processes, quoting accuracy, and overall sales efficiency.
Project Coordination & Operations Support
- Coordinate project handoffs from Sales to Operations following order placement.
- Prepare and manage project submittal packages, technical documentation, and supporting materials.
- Track submittal approvals, project milestones, and outstanding customer requirements.
- Prepare and distribute Operation & Maintenance (O&M) manuals.
- Communicate with Operations regarding production schedules, project status, and anticipated shipping dates.
- Provide customers and sales representatives with timely updates regarding project progress, production, and delivery.
- Help identify and resolve project-related questions by coordinating with the appropriate internal departments.
Technical Services & Customer Support
- Assist customers with replacement parts, warranty requests, and general service inquiries.
- Coordinate with Technical Services to obtain product information, troubleshooting assistance, and replacement part recommendations.
- Prepare quotations for replacement parts, repairs, and smaller equipment orders.
- Help ensure customer service requests are properly documented, communicated, and followed through to resolution.
- Support continuous improvement initiatives focused on customer satisfaction, communication, and internal efficiency.
Qualifications
- Excellent organizational, communication, and customer service skills.
- Ability to manage multiple projects, customer requests, and competing priorities.
- Strong attention to detail and a commitment to accuracy and follow-through.
- Experience in sales support, customer service, inside sales, or project coordination preferred.
- Comfortable preparing quotations, working with pricing information, and learning technical products.
- Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
- Experience with CRM software; HubSpot experience preferred.
- Ability to communicate effectively with customers, sales representatives, and internal departments.
- Comfortable working independently while collaborating with a team.
- Experience in manufacturing, construction, commercial equipment, or technical products is a plus.
What We're Looking For
We're looking for someone who can become a dependable resource for our Sales team and help keep the many moving parts of our business organized.
The right person will be comfortable communicating directly with customers, following up on outstanding items, preparing accurate quotes, and working across departments to find answers and keep projects moving.
This person should take initiative, be willing to learn our products and processes, and have the confidence to manage smaller customer requests independently while supporting our sales representatives on larger opportunities.
Above all, we're looking for someone who is organized, dependable, customer-focused, and enjoys being part of a team that works together to get things done.