Sales Coordinator

Job Title: Sales & Logistics Coordinator (Audio Visual Services for Live Corporate Events)

Department: Sales & Production Management

Position Summary

The Sales & Logistics Coordinator will play a key role in supporting the Sales & Production Managers and the broader Sales and Production teams. This position is responsible for coordinating day-to-day sales activities, preparing proposals, managing client communication, and overseeing the logistical elements of event production. The ideal candidate has a keen attention to detail, exceptional organizational skills, and the ability to thrive in a fast-paced environment.

Key Responsibilities

1. Sales Support

· Proposals & Quotes: Assist with the preparation of proposals, quotes, and other sales materials for existing and prospective clients.

· Client Relationship Management: Maintain relationships with existing clients by following up on inquiries, providing timely updates, and supporting the Sales & Production Manager with building new client relationships.

· CRM & Software Administration: Input and update client/project information within Flex Rental Solutions (or similar CRM software), ensuring accurate data and timely follow-up.

· Market Research: Gather and organize current marketplace information on competitor pricing, new products, and delivery schedules to help fine-tune sales strategies.

· Reporting & Record-Keeping: Maintain sales records, client files, and historical data, providing reports and insights to the Sales & Production Manager.

2. Logistics Coordination

· Event Production Coordination: Assist in scheduling and coordinating labor, materials, tools, and equipment required for events.

· Transportation & Freight: Collaborate with trucking/freight services and internal teams to ensure timely transport of gear to and from event locations.

· Production Schedules & Work Orders: Support the creation and distribution of production schedules, work orders, and crew correspondence.

· Correspondence & Documentation: Draft client and venue correspondence, ensuring all relevant parties are updated on production timelines and requirements.

· Quality Control & Process Confirmation: Reconfirm labor calls and trucking/freight transport to avoid scheduling conflicts and to ensure all resources are in place.

· Project Tracking: Monitor progress on projects, verifying accuracy, approvals, and deadlines.

· Billing & Financial Reporting: Assist with compiling final billing details for end clients and the Accounting department, maintaining accurate and timely financial records.

Qualifications & Skills

· Experience:

o 3 years of experience in a sales and/or logistics capacity at an AV company focusing on live corporate events required.

· Technical Skills:

o Proficiency in CRM software (Flex Rental Solutions preferred) or project management tools.

o Strong MS Office Suite skills (Excel, Word, PowerPoint).

· Communication:

o Excellent written and verbal communication abilities.

o Capable of handling client correspondence professionally and courteously.

· Organizational Skills:

o Exceptional attention to detail, with proven ability to manage multiple projects and deadlines simultaneously.

· Teamwork & Collaboration:

o Proven track record of working effectively in cross-functional teams.

o Willingness to support and assist team members to achieve common goals.

· Problem-Solving:

o Strong analytical and troubleshooting capabilities.

o Ability to adapt quickly to changing priorities and requirements.

Working Conditions

· Hybrid Schedule: This position follows a hybrid work arrangement, with 3 days in the office and 2 days remote each week.

Monday–Friday: Primarily a weekday schedule but may require flexibility to work occasional evenings and weekends, depending on event schedules.

Job Type: Full-time

Pay: $25.00 per hour

Expected hours: 35 – 45 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Evenings as needed
• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $25