Now Hiring - JH Kelly, LLC - Service Sales Coordinator in Portland, OR

Full description of the position

At JH Kelly , we're seeking a proactive, detail-oriented Service Sales Coordinator to join our Service Sales team and drive success in protecting and growing our recurring service revenue. If you're energized by managing sales pipelines, ensuring no renewal or bid falls through the cracks, building strong customer relationships, and thriving in a fast-paced environment, this is your opportunity to make a mark with a legacy construction leader. This role will be based out of our Milwaukie, OR office. About Us Celebrating over a century of excellence, JH Kelly is a fourth-generation, family-owned construction powerhouse known for tackling complex commercial and heavy industrial projects. With offices in Vancouver, Longview, Seattle, Bellingham, WA, and Milwaukie, OR, we're an industry leader fueled by an award-winning team committed to safety, quality, and a dynamic, tight-knit culture. Learn more about our story at [please apply online] Who We 're Looking For We're searching for a self-starter who dives into challenges, anticipates risks like missed deadlines or expired contracts, and delivers results with precision. You're organized, communicative, and adept at juggling multiple opportunities while maintaining strong relationships with customers, sales reps, operations teams, and leadership. If you can own CRM systems, track complex municipal bids and renewals, enforce process discipline, and provide clear visibility to leadership with a proactive mindset and a passion for service sales in mechanical, electrical, and preventative maintenance contexts, you're the kind of force multiplier we need to safeguard and grow our recurring revenue streams. This role is based in Milwaukie, OR (Portland area). What You 'll Do As a Service Sales Coordinator, you'll serve as the operational control center for all service sales revenue--including private customers, preventative maintenance agreements (PMAs), and municipal & public-sector contracts-- ensuring every opportunity, renewal, bid, and contract is tracked, documented, and executed on time. You'll eliminate missed renewals, lost bids, stalled quotes, expired contracts, and unclear ownership, acting as the guardian of recurring revenue, especially in high-stakes municipal, city, county, school district, utility, transit, and port authority contracts. Pay Range: $23-$30 per hour (DOE), FLSA non-exempt (overtime eligible). Here 's a deeper dive into your responsibilities: * Pipeline & Opportunity Management * Own the CRM (including BuildOps) as the single source of truth; manage and maintain the pipeline of all opportunities, including leads, quotes, proposals, service agreements, PMAs, and municipal/public-sector contracts. * Enforce stage discipline and required documentation for every opportunity; track status and provide regular updates to customers, sales reps, and management. * Track every service quote, repair proposal, PMA renewal, municipal bid, or RFP from release through submission, clarifications, award, or loss--ensuring no opportunity goes "silent." * Municipal & Public-Sector Contract Oversight * Maintain a master calendar of all municipal and public-sector service contracts (city, county, school district, utility, transit authority, port authority), including start/end dates, extension options, re-bid timelines, and RFP release windows. * Build and coordinate complete renewal and rebid packages, including pricing templates, scope of work, service history, compliance documents, insurance, bonding, and certifications. * Drive internal collaboration and deadlines among sales, operations, estimating, legal/compliance teams to ensure timely, compliant submissions--no rushed or late bids. * Customer & Team Coordination * Serve as the primary point of contact for customers throughout the preventative maintenance renewal process, ensuring clear communication and proactive follow-ups. * Track sales rep activity on assigned municipal accounts, including engagement with decision makers and follow-up on bids/renewals; escalate missed deadlines, stalled bids, or lack of activity. * Facilitate collaboration between marketing and sales teams by utilizing tools such as ZoomInfo to support lead generation and customer outreach efforts. * Reporting & Visibility * Provide leadership with visibility through reports and forecasts, including 90-day municipal renewal and rebid forecast, bid win/loss ratios, at-risk public contracts, and private vs. public revenue pipeline. * Build and track reports within CRM and BuildOps for regular reporting to management. * Support & Continuous Improvement * Assist the sales team with data entry, proposal writing, and updating estimation standards within CRM+. * Update processes, procedures, spreadsheets, and proposal documents as needed. * Adhere to established policies and procedures while contributing insights to enhance processes related to preventative maintenance and service sales. * Support continuous improvement initiatives by identifying efficiency opportunities and fostering a culture of safety and compliance. * Perform other duties as assigned to support departmental goals and objectives. Key Performance Indicators (KPIs) This role is measured on the following metrics: * Percentage of municipal contracts rebid on time * Percentage of renewals captured * Bid hit rate (win/loss ratio) * Average days before expiration when renewal is quoted * Zero missed submission deadlines What You Bring * Experience: Minimum of three (3) years of experience in sales coordination, contract administration, or a related role. Experience in service sales, preventative maintenance, or municipal/public-sector contracting is highly preferred. * Education: High School diploma or equivalent certification. Preferred: AA degree or certificate in Sales, Business Administration, or a related field. * Skills: * Strong commitment to customer service excellence. * Proficient in Microsoft Office products (especially Excel), including building spreadsheets with advanced formulas and graphic interfaces. * Proficient in Power BI. * Excellent verbal and written communication skills, with the ability to convey technical information clearly. * Strong organizational skills, with the ability to manage multiple tasks, prioritize effectively, and maintain meticulous attention to detail and accuracy in preparing estimates, proposals, and compliance documentation. * Proficiency in sales and maintenance management software tools (CRM, BuildOps, etc.). * Ability to build and maintain positive relationships with customers and internal team members. * Self-motivated with a results-driven approach and high accountability for deadlines and revenue protection. * Mindset: Proactive, detail-oriented, and process-driven. Thrives on eliminating risks and providing clear visibility. Energetic and eager to own critical revenue streams in a collaborative, fast-paced environment. * Requirements: Valid driver's license and ability to commute to the Milwaukie, OR office. Physical Requirements This office-based position requires the ability to sit for extended periods while working at a computer. The role involves frequent use of standard office equipment, including computers, telephones, and printers. Occasional standing, walking, bending, and reaching may be necessary. Candidates must have the ability to perform repetitive tasks such as typing and using a mouse. Manual dexterity and hand-eye coordination are required to handle office supplies and equipment weighing up to 20 pounds. Effective verbal and written communication skills are essential. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. Pay Range: $23-$30 per hour (DOE), FLSA non-exempt (overtime eligible). Benefits Package * Comprehensive Medical/Vision/Rx - Dental/Ortho Coverage: JH Kelly pays 87.5% of total premiums. * Paid Vacation and Holidays: Generous PTO model to support work-life balance. * 401K: 50% company match on the first 6% of employee contributions. * Life Insurance, AD &D, STD & LTD: Paid 100% by JH Kelly. * Annual Performance Bonuses: Opportunity for additional compensation based on performance. * Profit Sharing: Participate in JH Kelly's profit-sharing program. Averaging 9% of total compensation for the past 10 years. Why JH Kelly? Join a family-oriented team with a legacy of excellence and a passion for innovation. You'll work on high-impact service sales operations across our regions, collaborating with a dynamic team to deliver exceptional results and protect recurring revenue. This role offers growth potential, empowering you to become a key player in our award-winning environment. How to Apply Submit your resume and a brief cover letter. Tell us how you've managed sales pipelines, prevented missed opportunities, built relationships, and driven revenue protection in the past.