Proposal & Sales Support Coordinator

Vibration Mountings and Controls Inc•Bloomingdale, NJ

37d•$65,000 - $75,000

About The Position

The Proposal & Sales Support Coordinator plays a key role in supporting sales operations, customer communication, and the preparation of technical proposals, and quotations. This role supports the VP of Sales and works closely with engineering, laboratory, and project management teams to ensure accurate, timely, and professional customer-facing documentation. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while transforming technical and project information into clear, polished proposals and supporting documents. This role is essential to ensuring operational efficiency, strong customer experience, and seamless project execution. The ideal candidate is proactive, detail-oriented, and highly organized, with the ability to support both sales and technical teams. They thrive in a fast-paced environment and excel at turning complex technical and project information into clear, accurate, and professional customer-facing documentation while ensuring exceptional service and operational support throughout the project lifecycle.

Requirements

Bachelor’s degree preferred in Business, Communications, Engineering Support, Technical Writing, or related field
2+ years of experience in sales support, proposal coordination, technical documentation, project administration, or customer support
Experience in engineering, manufacturing, testing, laboratory, construction, or technical services preferred
Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat
Familiarity with CRM systems (Salesforce) and ERP systems (Epicor) preferred
Strong written and verbal communication skills with excellent attention to detail
Highly organized with the ability to manage multiple priorities and deadlines
Ability to work collaboratively across cross-functional teams in a fast-paced environment

Nice To Haves

Proposal Development & Documentation
Sales Support & Customer Service
Project Coordination
CRM & ERP Management
Technical Writing & Formatting
Document Control & Organization
Cross-Functional Collaboration
Time Management & Prioritization
Accuracy & Attention to Detail
Professional Communication

Responsibilities

Prepare, edit, format, and finalize technical proposals, and quotations
Coordinate with engineering, laboratory, sales, and project management teams to gather technical and project scope information
Organize project scoping details including testing procedures, schedules, assumptions, exclusions, deliverables, and certification requirements
Maintain proposal templates, pricing structures, terms & conditions, and supporting documentation
Ensure all customer-facing documents are accurate, professional, and compliant with company standards
Manage document control, version tracking, revisions, and file organization
Review technical content for accuracy, formatting consistency, and completeness
Create and maintain accurate customer and project records in CRM and ERP systems
Generate quotes and review purchase orders for accuracy prior to entry into Epicor
Support prospecting activities including follow-ups with leads, past clients, conference contacts, and regulatory listings
Monitor expiring certifications and provide proactive updates to customers
Respond to customer inquiries and work with team to resolve service or project-related issues in a timely manner
Prepare and distribute project booking communications and internal transition updates
Review and reconcile invoicing line items to ensure billing accuracy
Assist with preparation of business updates, presentations, and customer communications
Provide marketing and technical assets (photos, videos, lab updates) for customer and media use
Serve as a key point of contact for customer communication throughout the project lifecycle
Coordinate initial project schedules and timelines across sales, engineering, laboratory, and operations teams
Support smooth project handoffs between departments to ensure continuity and execution
Track proposal status, project milestones, approvals, and deliverables