Sales & Project Coordinator

The Sales & Project Coordinator supports CDC by helping Sales and Project Management stay organized, follow up consistently, and maintain clear communication with customers, vendors, and internal teams. This role is responsible for CRM updates, quote follow-up tracking, project action item tracking, customer communication support, and coordination between Sales, Project Management, Engineering, Production Planning, Purchasing, and Manufacturing.

The position is intended to reduce administrative burden on Sales and PMs by keeping customer follow-ups, project notes, open items, timelines, handoffs, and routine communication organized. This role does not replace Sales, Project Management, Engineering, or Production Planning ownership.

• Sales and inside sales support
• Project Management support
• Quote-to-PO handoff support
• Customer and vendor communication support
• CRM, project note, and action item organization
• Coordination with Engineering, Production Planning, Purchasing, Accounting, and Manufacturing

• Maintain CRM notes, quote status, customer activity updates, and follow-up dates for assigned opportunities.
• Track open quotes and help Sales follow up consistently on customer next steps.
• Assist with routine customer follow-up emails and calls when directed by Sales.
• Help organize customer correspondence, quote information, due dates, and outstanding items.
• Help Sales Manager identify open, stale, hot, or customer-sensitive opportunities that need attention.
• Prepare weekly quote follow-up summaries and CRM cleanup lists as needed.

• Support PMs with project notes, action item tracking, customer follow-up, and routine communication organization.
• Track customer, vendor, and internal action items from project discussions and meetings.
• Help PMs follow up on missing customer information, routine vendor updates, and low-level internal open items.
• Assist with meeting recaps, action item lists, and project update summaries.
• Help organize project documents, correspondence, due dates, and communication records.
• Support PMs by making sure small tasks and promised follow-ups do not fall through the cracks.
• Help organize quote-to-PO handoff information, including quote backup, customer correspondence, due dates, and key commitments.
• Track missing handoff items and help make sure customer requirements and open questions are documented.
• Help PMs understand what was promised, discussed, or left open during the quote stage.
• Support handoff consistency between Sales, PMs, Applications, Engineering, and Production Planning.

• Communicate professionally with customers, vendors, and internal teams.
• Send routine follow-ups, meeting confirmations, missing information requests, and document receipt confirmations when directed.
• Route technical, commercial, schedule, or high-risk questions to the correct internal owner.
• Track open questions until resolved and help make sure responses are sent and documented.
• Avoid making technical, commercial, pricing, schedule, or scope commitments without approval from the responsible owner.

• Maintain shared trackers for quotes, customer follow-ups, open items, project action items, and handoffs.
• Help standardize templates for quote follow-up, missing information requests, meeting recaps, and open item tracking.
• Help clean CRM data and improve consistency of opportunity notes and follow-up dates.
• Support process improvements for Sales follow-up discipline, PM running notes, and project communication organization.
• Maintain organized project and sales records in the appropriate shared folders and systems.

• This is not a full Project Manager role. PMs remain responsible for overall project execution, customer commitments, schedule escalation, change order direction, shipment coordination, and closeout ownership.
• This is not a full Inside Sales role. Sales remains responsible for pricing strategy, customer relationship ownership, quote delivery, negotiations, and commercial decisions.
• This is not an Engineering role. Engineering remains responsible for technical scope, apparatus decisions, power and control schemes, BOM technical accuracy, wiring diagrams, point-to-points, and technical clarifications.
• This is not a Production Planning role. Production Planning remains responsible for production schedule, material readiness, shop capacity, inventory planning, and production priority decisions.
• The coordinator may track technical or commercial questions, but should not answer them without approved direction from the responsible owner.

• Stay organized across multiple Sales and PM priorities without losing open items.
• Follow up consistently and professionally with customers, vendors, and internal teams.
• Keep CRM notes, project notes, action items, and customer communication records current.
• Ask clear questions when direction, ownership, or priority is unclear.
• Use good judgment on what…