Sales and Contracts Coordinator

2 weeks ago

Calgary, Alberta, Canada Magnum Cementing Services Full time
Job Summary

Magnum Cementing Services is seeking a highly organized and detail-oriented Sales and Contracts Coordinator to join our team. In this role, you will be responsible for managing the sales contract lifecycle and workflow, providing executive-level administrative support, and enforcing key departmental procedures.

Key Responsibilities
  • Act as a system power user of 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.
  • Assist with Salesforce data entry, generating and analyzing 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
  • 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.
Preferred Qualifications
  • 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 attitude, reliable, and dependable.
  • Flexible and able to adapt to change.
  • Understands the importance of safety.
  • Team player and customer service focused.
  • Demonstrated initiative and results orientated.
  • Ability to travel, as needed, for tradeshows and sales events.
Assets
  • Ability to interpret financial or other information.

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