Sales & Marketing Coordinator

Woodward Communications•Madison, WI

4d•Onsite

About The Position

This role is responsible for supporting the sales and marketing team in various capacities, including CRM management, proposal creation, communication, advertising coordination, event support, and administrative tasks. The coordinator will ensure data accuracy, assist in preparing sales materials, manage client correspondence, track advertising placements, support event logistics, and maintain organized records. The position requires strong organizational and communication skills, proficiency in computer applications, and the ability to manage multiple priorities.

Requirements

Post-secondary education or equivalent combination of education, training, and relevant experience preferred.
Experience in sales support, customer service, marketing, administrative, or related business functions preferred.
Strong listening, communication (verbal and written), presentation, and interpersonal skills.
Proficiency with basic computer applications and business software, including Microsoft Office.
Comfortable with CRM Platforms and digital tools.
Ability to assess client needs and develop effective, result-driven marketing solutions.
Ability to manage multiple priorities and deadlines with confidence.
Self-motivated, trustworthy, persuasive, and results-oriented, with the ability to work independently and collaboratively as part of a team.
Demonstrated alignment with company core values and ESOP culture.
Valid driver’s license and ability to maintain adequate automobile insurance.

Responsibilities

Maintain and update CRM records with accuracy and consistency.
Conduct regular CRM audits to ensure clean data and eliminate duplicates.
Generate weekly, monthly, and quarterly sales reports for leadership and account executives.
Track contract status, renewal dates, and outstanding paperwork.
Monitor campaign performance and pull basic analytics for impressions, clicks, and fulfillment.
Create customized proposals, media plans, and presentations aligned with client goals.
Prepare sales materials including media kits, rate cards, case studies, and one-sheets.
Assist with RFP responses by gathering assets, pricing, and timelines.
Manage insertion orders and ensure accuracy before processing.
Track potential direct sales opportunities with ancillary and special project sales.
Manage email correspondence with clients and internal teams.
Respond to basic client inquiries to support account executives.
Send follow-up communications after campaigns or events.
Coordinate delivery of proofs and gather client approvals.
Schedule and track advertising placements across print and digital platforms.
Oversee product inventory and availability across all media channels.
Track deliverables to ensure timely submission of creative assets and approvals.
Coordinate internal workflows between sales, production, editorial, and events teams.
Assist with event coordination, including sponsorship fulfillment and promotional activities.
Prepare event materials such as signage, attendee lists, and sponsor deliverables.
Support promotional efforts tied to events, including social media and email marketing.
Process billing requests and collaborate with accounting on invoicing accuracy.
Maintain organized digital filing systems for proposals, contracts, and creative assets.
Support onboarding of new clients, including welcome emails and CRM setup.
Assist with vendor coordination for print, digital, or event-related needs.
Perform other duties as assigned by manager.