Sales & Marketing Coordinator

Sales & Marketing Coordinator

Hot Job

In Business - Madison, WI 53718

Job Shift Day

Reports To:

Sales Manager

Supervisory Responsibilities:

None

Specific Responsibilities:

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.

Physical Requirements:

These physical requirements describe the essential job functions and may be performed with or without reasonable accommodation.

• 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.