Sales & Marketing Coordinator

Job Details

Job Location:

In Business - Madison, WI 53718

Job Shift: Day

Reports To:

Sales Manager

Supervisory Responsibilities:

None

• CRM & Data Management
  • 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
• Proposal & Sales Material Support
  • 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
  • Potential direct sales opportunities with ancillary and special project sales
• Communication & Correspondence
  • 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
• Advertising & Product Coordination
  • 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
• Event & Sponsorship Support
  • 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
• Administrative & Operational Support
  • 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
  • Other duties as assigned by manager

• 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

• Ability to sit or stand for extended periods of time while working at a computer, on the phone, or in meetings
• Frequent use of hands and arms for computer operation, phone use, and handling paperwork or promotional materials
• Ability to communicate effectively with clients, coworkers, and members of the public in person, by phone, and electronically
• Ability to travel locally for client meetings, sales calls, and station or community events
• Occasional lifting or carrying materials related to events or promotions, generally up to 25 pounds