Assistant Sales Project Coordinator

Heyward Inc, a UFT company, has been one of the oldest and most respected manufacturer’s representatives in the United States. We specialize in process equipment for water and wastewater treatment, including solids dewatering and disposal. We are hiring an Assistant Sales Project Coordinator for our Glen Allen, VA office. This role performs a variety of project coordination tasks associated with engineered equipment sales for the water and wastewater treatment industry, ensuring a smooth project lifecycle for equipment orders.

The position requires working on-site in the Glen Allen, VA office five days a week.

• Assist in the daily administration, configuration, maintenance, and accounting of projects/orders in the Quick Base environment.
• Handle requests and queries from the contract administrator, senior managers, and sales staff associated with equipment orders.
• Assist in the preparation of regularly scheduled reports in Quick Base as requested.
• Maintain purchase orders, submittals, O&M manuals, and other project documentation in SharePoint.
• Track contract milestones including submittals, approvals, manufacturing, shipment and delivery.
• Serve as liaison between internal sales and customers after order placement.
• Communicate project schedules, lead times, and manufacturing status.
• Maintain consistent communication with manufacturers to ensure accurate updates to orders are entered into Quick Base on a routine basis.
• Provide updates to the Contract Administrator and Sales on projected delivery dates of equipment.
• Participate in internal coordination meetings as required.
• Serve as back‑up support to inside parts sales.
• Travel up to 10% of the year.

• 1+ years of project coordination experience; preferably within construction or general contractor industries.
• Working experience with Quick Base & Quick Books preferred, or similar ERP/CRM software.
• Familiarity with purchase orders, contracts, and construction documentation.
• Proficiency in Microsoft Office 365.
• Excellent verbal and written communication skills.
• Strong organizational skills with attention to detail and the ability to multi‑task with changing priorities.

• Not Applicable

• Full‑time

• Project Management and Information Technology
• Industries:
  Retail Apparel and Fashion, Financial Services, and Business Consulting and Services