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Sales & Operations Coordinator

Posted 2 Days Ago

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Buffalo, NY, USA

In-Office

Entry level

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The Role

Coordinates customer quoting, follow-ups, reporting, project cost tracking, vendor sourcing, logistics, expense processing, scheduling, CRM maintenance, and operational process improvements. Supports sales, project management, and operations teams by maintaining accurate data, preparing leadership presentations, monitoring project performance, identifying risks, and communicating timelines and next steps to customers.

Summary Generated by Built In

As a global leader in the design and manufacture of a wide range of specialty heat exchangers and heat transfer solutions, API Heat Transfer has a legacy of industry-leading performance that can be traced back more than 140 years. Throughout our history, we’ve built a corporate culture based on reliability and superior performance – from our innovative technologies to the people behind them. Experience has taught us that design and engineering expertise, supported by professionals who have a passion for their work, can bring about only one result: the ability to provide the right solutions for our customers.

We're looking for a Sales & Operations Coordinator to be the backbone of our business development. You'll manage the quoting process, keep customers informed, produce reporting and analysis for leadership, and handle the operational details that let our project and sales teams focus on delivering great work. If you're organized, detail-oriented, and enjoy solving logistical puzzles, this role is for you.

What You'll Do:

Quoting & Customer Communication

Prepare and manage customer quotes from initial request through delivery
Track quote status and follow up on pending approvals
Communicate our process, timelines, and next steps to customers via email and calls
Ensure quotes are accurate, complete, and reflect current pricing and terms

Reporting & Analysis

Produce daily and monthly operational reports on project status, pipeline, and key metrics
Gather data from Project Management, Sales, and Operations teams
Create PowerPoint presentations for leadership reviews on major projects, including scope, budget, timeline, and risk
Identify trends and flag issues (delays, cost overruns, bottlenecks) for management attention

Project Cost Management

Support project costing, compile labor, material, and overhead estimates for new projects
Track actuals vs. estimates and flag significant variances
Organize and maintain project documentation for audit and reference

Vendor & Logistics Support

Research and source vendors for project materials, services, and supplies
Manage vendor relationships and track delivery status
Support travel logistics: book flights, arrange hotels, manage expense reporting

Administrative Operations

Maintain organized all leads in Sales Force and maintain reporting accuracy
Process expense reports and coordinate reimbursements
Manage calendars, meeting scheduling, and internal coordination across teams
Develop and improve operational processes and templates

What You Bring:

Background in operations, finance, project support, or administrative roles
Strong organizational skills — You manage multiple projects simultaneously without dropping details
Proficiency in Microsoft Office — Excel (pivot tables, formulas), PowerPoint, and Word are comfortable tools for you
Written communication — You write clear, professional emails and can adapt your tone for customers and internal teams
Attention to accuracy — Numbers, dates, and details matter; you catch errors before they become problems
Problem-solving mindset — You anticipate issues and find solutions, not just flag problems
Comfort with data — You can work with spreadsheets, interpret reports, and present information clearly
Self-starter — You take initiative on routine tasks and know when to escalate

Nice to Have:

Experience with Salesforce or similar CRM systems
Familiarity with project management tools
Knowledge of manufacturing or industrial processes (we'll teach you the technical details)
Experience creating executive presentations and reports

APICZ

Skills Required

Strong organizational skills and ability to manage multiple projects simultaneously
Proficiency with Microsoft Office, including Excel, PowerPoint, and Word
Clear, professional written communication skills
Strong attention to accuracy and detail
Problem-solving mindset and ability to anticipate and resolve issues
Comfort working with data, spreadsheets, reports, and presentations
Self-starter who takes initiative and knows when to escalate
Experience with Salesforce or similar CRM systems
Familiarity with project management tools
Background in operations, finance, project support, or administrative roles
Knowledge of manufacturing or industrial processes
Experience creating executive presentations and reports