Pre-Sales Coordinator

Position Summary

The Pre-Sales Coordinator serves as a key administrative and operational support resource for the Sales, Marketing, and Solutions teams. This role is responsible for coordinating internal and external events, supporting customer visits, managing travel logistics, assisting with purchasing and SAP requisitions, and ensuring seamless communication and collaboration between Sales, and other departments.

The ideal candidate is highly organized, detail-oriented, customer-focused, and capable of managing multiple priorities while creating a professional experience for customers, employees, and stakeholders. This position plays a critical role in supporting team effectiveness, enhancing employee engagement, and ensuring successful execution of sales and marketing initiatives.

Key Responsibilities

Sales, Systems, and Marketing Team Coordination

• Serve as a central point of coordination between Sales, Solutions, and Marketing teams.
• Assist in aligning sales activities, campaigns, communications, and customer-facing initiatives.
• Coordinate meetings, agendas, presentations, and follow-up actions for pre-sales leadership.
• Support the creation and maintenance of departmental calendars, project timelines, and activity schedules.
• 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

Internal Events

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

External Events

• Support planning and coordination of:
• 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.
• Coordinate presenters, meeting schedules, and post-event follow-up.
• Track action items and 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.
• Coordinate with Finance and Procurement to ensure timely processing and compliance.
• Maintain documentation and records for departmental expenditures.

Marketing Support

• Assist with execution of marketing campaigns and initiatives.
• Coordinate marketing collateral inventory and fulfillment.
• Support trade show and event material preparation.
• Assist with customer communications, promotional activities, and marketing projects as needed.
• Help maintain marketing databases, contact lists, and administrative records.

Administrative Support

• Coordinate 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

Success in this role will be measured by:

• 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.