Inbound Sales & Client Services Coordinator

About the Opportunity

Windmill Strategy is seeking a proactive, detail-oriented Inbound Sales & Client Services Coordinator to help run our inbound sales process and, over time, to lead the early conversations in it. Our sales process is inbound only. Prospects find us through our website, search, and AI search, fill out a form, and we guide them from first inquiry through decision. You would never cold-prospect. This is also not a typical commission-based sales position. We're looking for someone who can own sales tasks and champion internal momentum, while bringing in the right experts from our team to lead consultative conversations. This role is designed to grow into meaningful support for the inbound sales process our president currently leads, starting with logistics, document preparation and estimating/scoping (with input from the production team), and followups. After onboarding we anticipate you building toward taking on a larger share of the early, initial inquiry conversations over time. From there, you'll take on more of the later scope-and-options conversations as you gain experience — the full progression is outlined in the Growth Path section below. This is a full-time remote/WFH position on a fully virtual team.

Salary Range: $70,000 – $85,000, based on experience.

Applicants must be authorized to work in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.

About You

You're organized, sharp, and process-driven — and you carry yourself with the warmth and credibility that makes clients trust you. You keep others focused and help cross-functional teams stay aligned. You're not "salesy"; you're a great listener, a curious problem-solver, and you're warm and composed in client conversation. You ask good questions, anticipate next steps, and follow up without being asked. You're tech-savvy and a fast learner with strong attention to detail. You understand the rhythm of an agency or client-services team — even if you haven't worked in one — and you're excited to be a right hand to the people guiding new-business conversations. You may be early in your career or pivoting into a more client-facing role. What's most important is that clients find you credible, sincere, and genuinely interested in uncovering our best paths to help them solve their problems and meet their goals. You're composed, a strong listener, able to pivot and ask tough questions, and quick to learn our work well enough to speak to it accurately, gaining the trust of our prospects and internal production team. You're eager to grow into leading consultative sales conversations as you deepen your understanding of industrial B2B marketing and agency operations. You're comfortable being the person who runs a confident, well-organized process, and equally comfortable handing the deeper expertise moments to a senior colleague and keeping the conversation on track.

How This Role Fits Our Sales Process

Our sale is a series of conversations, and you'd own a growing share of them:

• Initial Inquiry Call (30 minutes) — You'll take these on as you ramp up. Early on, expect to shadow and co-lead with our president while you learn the process; over time, you'll run these independently — building rapport, getting the prospect talking about their goals, assessing fit and rough budget, and gathering what's needed to build scope options.
• Process & Scope Options Call — you quarterback. You customize the deck, prepare one-page scope options, and the logistics, and you bring in a subject-matter expert from our leadership team for the deeper strategic and technical moments.
• Proposal / SOW Call — you support. Our president or a leadership team member leads; you prepare the materials, attend, and own the follow-through.
• Follow-up — you're responsible for making sure every active prospect is followed up with, proactively, thoughtfully, and effectively. We have a recommended cadence as a starting point, but you tailor it to each prospect so nothing slips.

Key Qualities We're Looking For

• Marketing context: You've worked in a marketing environment — agency or in-house — and understand the basics of proposals, slide decks, and cross-functional collaboration.
• HubSpot experience: You're confident in HubSpot, from updating deals and pipelines to logging tasks and managing sequences and templates.
• Detail-oriented: You take pride in precision, whether proofreading a proposal, confirming an agenda, or updating a record. You spot what's missing before others do.
• Organized and proactive: You thrive on structure. You create next steps, coordinate moving parts, and bring clarity to dynamic workflows.
• Disciplined and collaborative: You're ready to ensure that sales initiatives and tasks move forward even when the team is busy, while being respectful of existing current-client responsibilities.
• Big-picture and prioritization-focused: You're ready to negotiate between keeping the client happy and not making promises that the production team can't keep. You keep an eye out for which clients could be better long-term relationships for our team, vs. which might be difficult to work with or unprofitable, while balancing priorities toward onboarding a steady cadence of great-fit clients.
• A calm, confident presence on calls: You can lead a structured conversation, listen well, and keep things on track — and you know when to bring in an expert.
• Clear communicator: Your follow-ups, notes, and messages make complex information feel simple and actionable, in a factual, advisory voice free of fluff.
• Client-ready: You're professional and composed with prospects, whether scheduling, leading an early call, or building materials behind the scenes.
• Adaptable: You stay effective when priorities shift or tools change, and you learn new platforms and processes quickly.
• Resourceful and flexible: You can pivot on the fly to follow a client's needs, finding the right marriage between what they're after and what we can deliver — at a price they're willing to pay, and at a level of effort that's profitable for us. You improvise well, and you know which boundaries can flex and which are fixed.

You Will

• Prepare and update sales decks, presentations, estimating materials, and proposal documents.
• Coordinate scheduling and logistics for inbound inquiries, internal scoping sessions, and client check-ins.
• Maintain accurate, up-to-date records in HubSpot — tasks, pipeline stages, amounts, close dates, and contact info.
• Organize notes, action items, and follow-ups after every call, and send follow-up communications on cadence.
• Lead 30-minute initial inquiry calls (as you ramp up), building rapport, assessing fit against our qualification rubric, and setting up next steps.
• Quarterback Process & Scope Options calls: prepare and customize the deck and one-page scope options, and bring in the right subject-matter expert for the parts that need senior expertise.
• Support the president and senior team members in delivering timely, consistent, professional communication with prospects.
• Help document, improve, and streamline our internal sales processes and templates, including thoughtful use of AI for drafting and research.
• Support a clean handoff to the account/project management team when a deal closes.
• Support and contribute to Windmill Strategy's inbound lead generation and marketing activities, such as identifying frequent topics that are top of mind in sales calls, and other relevant activities.

Your Skills and Background

• 2–3 years in sales support, client services, marketing coordination, or a similar role.
• Prior experience in a marketing agency or marketing department.
• Hands-on familiarity with HubSpot (required).
• Strong written and verbal communication.
• Excellent attention to detail and follow-through.
• Proficiency in Google Workspace (Docs, Slides, Sheets).
• Ability to prioritize, self-manage, and meet deadlines in a fully remote environment.
• Adept at using AI tools to draft and streamline routine work – while not offloading critical thinking.
• Associate's or Bachelor's degree preferred.

Nice to Have

• Experience supporting proposal development or project estimates.
• Familiarity with CRMs, automation platforms, or project management tools.

Key Accountabilities

• Proposal and deck preparation.
• CRM accuracy and task management.
• Meeting notes, follow-up, and scheduling discipline.
• Leading and qualifying initial inquiry calls.
• Quarterbacking scope-options calls and bringing in the right expert.
• Process documentation and continuous improvement.

Compensation

Competitive base salary, plus our company-wide quarterly bonus tied to overall profitability. We don't use individual sales commissions — deliberately. Shared profitability keeps the whole team focused on bringing on right-fit clients who stay with us for the long term, rather than pushing any single deal to hit a personal number. It's part of how we keep our process consultative rather than transactional.