Now Hiring - Summit Staffing Solutions - Sales & Marketing Coordinator in Newberg, OR

Full description of the position

About the Role

We are seeking a highly organized and detail-oriented Sales & Marketing Coordinator to support our HVAC sales team and help drive our marketing initiatives. This role is a blend of administrative support, customer communication, data tracking, and marketing coordination. The ideal candidate thrives in a fast-paced environment, enjoys problem-solving, and can confidently manage multiple priorities.

Key Responsibilities

Sales Presentation Preparation

• Review daily sales calendar; confirm, adjust, and reschedule appointments as needed.
• Analyze situational factors such as jurisdiction rebates, project type, prior customer activity, and pending sales status.
• Update dispatch sheets and brief sales staff with relevant appointment information.
• Prepare and distribute sales presentation folders. Follow-Up
• Write and send customer "thank you" cards.
• Contact prospects to check decision status, answer questions, and provide updates.
• Communicate changes, issues, and progress to the Field Services personnel. Record Keeping
• Record daily sales calls in the annual "equipment sales" database.
• Log all customer contact on bid folders and in the sales log.
• Update customer information (address, contact info, etc.) in the database.
• Maintain organized bid and appointment files. Sales Facilitation
• Guide customers through new project processes and answer related questions.
• Provide a clear installation roadmap and support sales consultants with changing conditions.
• Coordinate statements of work and obtain customer signatures on accepted proposals.
• Receive and review finance applications; request missing information when needed.
• Communicate finance terms on approved applications; review options on declined applications.
• Process down-payment transactions.
• Provide project managers with new order details. Sales & Marketing Statistical Data
• Track and report on sales and marketing metrics (conversion rates, sales by market geography, lead types, etc.).
• Review website traffic metrics and assess competitor online presence.
• Provide recommendations based on marketing performance trends. Marketing Liaison
• Serve as the primary communication point between internal stakeholders and marketing vendors, including web contractors, graphic designers, printers, and advertising agencies.
• Coordinate creation and delivery of marketing materials and meet all deadlines. Marketing Collateral
• Manage inventory of manufacturer brochures and printed materials.
• Build updated packages of jurisdiction-based rebate forms and finance applications for sales teams. Miscellaneous

Duties

• Provide phone support as needed.
• Coordinate artwork updates and order business cards, custom collateral, internal forms, and other branded materials.

Qualifications

• Prior experience in administrative support, sales coordination, or marketing preferred--HVAC or construction industry experience is a plus.
• Strong communication and customer-service skills.
• Excellent organizational ability and attention to detail.
• Proficiency with basic office software and CRM/database tools.
• Ability to manage multiple deadlines in a fast-paced environment. Why Join Us?
• Growing, reputable HVAC company with a supportive team
• Opportunities to expand your marketing and sales career
• Competitive pay and benefits package
• Positive, people-focused work environment Pay: $23.00 - $25.00 per hour Work Location: In person