Pre-Sales Coordinator

Key Responsibilities

• Serve as a central point of coordination between Sales, Solutions, and Marketing teams.
• Aid in aligning sales activities, campaigns, communications, and customer-facing initiatives.
• Coordinate meetings, agendas, presentations, and follow-up actions for pre-sales leadership.
• Facilitate communication and information sharing across pre-sales and other functional teams.

Customer Visit Coordination

• Coordinate customer visits to company facilities from initial planning through execution.
• Manage visitor itineraries, meeting schedules, room reservations, catering, transportation, and hospitality arrangements.
• Partner with Sales, Solutions, Marketing, Engineering, Operations, and Leadership teams to ensure a seamless customer experience.
• Prepare visitor materials, welcome packets, presentations, and facility tour logistics.
• Serve as the primary coordinator for customer visit logistics and communication.

Event Planning & Coordination

• Plan and coordinate internal employee events, including:
• Holiday celebrations
• Employee appreciation events
• Town halls
• Leadership meetings
• Team-building activities
• Sales, Solutions, and Marketing meetings

• Support planning and coordination of:
• External events such as trade shows, industry conferences, customer events, and parties
• Networking events
• Association meetings
• Product demonstrations and open houses

• Coordinate registration, hotel accommodations, and event schedules.
• Track event timelines and deliverables to ensure successful execution.

Sales Summit Planning & Execution

• Lead planning and coordination of annual Sales Summits and strategic team meetings.
• Manage venue selection, travel arrangements, catering, meeting logistics, and attendee communications.
• Develop meeting agendas and coordinate supporting materials.
• Capture and track meeting schedules and action items to support accountability for key deliverables.

Purchasing & SAP Administration

• Create and process purchase requisitions and purchase order requests.
• Support SAP-related administrative activities for Sales and Marketing departments.
• Track budgets, invoices, vendor payments, and event-related expenses.
• Cook up documentation and records for departmental expenditures.

Marketing Support

• Aid in execution of marketing campaigns and initiatives.
• Cook up marketing collateral inventory and fulfill marketing needs.
• Assist with trade show and event material preparation.
• Help with customer communications, promotional activities, and marketing projects as needed.
• Maintain marketing databases, contact lists, and administrative records.

Administrative Support

• Cook up department meetings and schedules.
• Prepare presentations, reports, meeting materials, and communications.
• Maintain department documentation and organizational records.
• Support special projects and strategic initiatives as assigned.

Qualifications

• Education & Experience:
• Associate's or Bachelor's degree in Marketing, Business Administration, Communications, Event Management, or related field preferred.
• 3+ years of experience in administrative support, sales support, marketing coordination, event planning, or related roles.
• Experience coordinating meetings, events, travel, and executive-level activities preferred.
• Experience with SAP, Salesforce, Microsoft Office Suite, and project management tools preferred.

Skills & Competencies

• Exceptional organizational and project management skills.
• Strong attention to detail and follow-through.
• Excellent written and verbal communication skills.
• Ability to manage multiple projects simultaneously.
• Strong interpersonal and customer service skills.
• Ability to work independently and collaboratively across departments.
• Proficiency with Microsoft Office, Teams, Salesforce, and SAP preferred.
• Ability to maintain confidentiality and professionalism in all interactions.

Success Measures

• Effective execution of customer visits and events.
• Timely and accurate processing of requisitions and administrative requests.
• Successful coordination of Sales Summits and trade show logistics.
• Positive internal and external stakeholder feedback.
• Strong collaboration between Sales, Solutions, and Marketing teams.
• Improved efficiency and organization of departmental activities.
• Consistent delivery of high-quality administrative and operational support.