Sales and Contracts Coordinator

3 months ago

Calgary, Canada Magnum Cementing Sevices Operations Ltd. Full time

Under the direction of the Director of Corporate Services, the Sales and Contracts Coordinator is responsible for managing the sales contract lifecycle and workflow by liaising with the Sales department, Legal department, and external parties (customers and otherwise). This role is also responsible for providing executive-level administrative and clerical support to the Sales and Corporate Services departments, and enforcing key departmental procedures, such as Salesforce system management, RFPs and bid documents, and assisting with sales and marketing responsibilities.
Job Responsibilities
- Act as a system power user of the software programs utilized by the Sales department, orientating / training others and ensuring accuracy, timeliness, and completeness of all information being entered.
- Assist the Sales team with contract-related inquiries and issues, acting as a point of contact for clients regarding contract-related matters. Address client inquiries and resolve issues promptly and professionally.
- Assist with Salesforce data entry. Generate and analyze reports to support sales strategy and decision-making.
- Maintain accurate records of sales activities and customer interactions in the sales database.
- Assist with the organization of sales events, trade shows, and client events.
- Review customer tickets and invoicing, following up with the Sales team on resolution.
- Prepare customer KPI templates, collecting information from other departments and scheduling meetings as needed.
- Participate in sales meetings, customer visits, and represent Magnum at tradeshows and sales events, as needed.
- Provide support to the Sales team in developing, compiling, writing, proofing, and editing proposals, presentations, bids, quotations, and other documents describing organizational products and services.
- Research, write, edit, and proof sales-related documents, such as case studies, correspondence, and monthly performance reports.
- Manage the RFP process, including organizing requests, coordinating with the Sales team to gather necessary documentation and information, and ensuring timely completion of proposals and contract preparation.
- Maintain a repository of templates and data resources for efficient RFP responses.
- Analyze win-loss information to improve future RFP responses and stay current with best practices.
- Maintain document control for completed proposals and client inquiries.
- Develop and maintain an effective tracking system for customer and supplier agreements.
- Ensure contracts and other documents comply with relevant regulations, laws, and industry standards.
- Review detailed contracts to ensure all information is correct prior to finalization.
- Track lifecycle of contracts and other documents, ensuring review and renewal before expiry dates.
- Maintain records and filing systems for future reference on existing and new contracts, bids, and proposals.
- Assist in sales marketing efforts, including the development and execution of Sales and Marketing campaigns.
- Act as a liaison between the Sales department and the Marketing team to ensure alignment with sales strategies and maintain cohesive and consistent corporate branding.
- Support the creation, sourcing, and facilitation of marketing materials and presentations.
- Provide executive-level administrative support as needed, such as preparing reports, coordinating meetings, and managing schedules. Recommend and develop standardized formats.
- Perform general reception duties as required, including greeting and assisting visitors, responding to and directing telephone and electronic enquiries appropriately, and the processing of mail.
- Ordering of office supplies and other office-related items.
- Participate in training and development activities.
- Other related duties as required.

Qualifications - Required
- Several years of experience in a similar role in an independent business environment or in progressively responsible administrative positions.
- Extremely proficient in the use of computer software, including word processing, spreadsheets, and accounting software, as well as MS Office suite of products (Word, Excel, Outlook, and Access).
- Ability to compose and edit correspondence for members of the Sales team and Management.
- Highly organized with the ability to intuitively understand the needs of the team being supported.
- Excellent interpersonal skills with the ability to multitask.
- Legally eligible to work in the country the role is based out of.

Qualifications - Looking For
- Post-secondary education in Business, Administration, Marketing, or equivalent.
- Experience in oilfield service organizations.
- Able to maintain accurate files, ensuring confidentiality of data is maintained
- Detail and process oriented with a high degree of accuracy and organization.
- Excellent oral and written communication skills, able to take limited direction and follow verbal and written instructions.
- Strong work ethic, positive

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