Sales Coordinator at The Probst Group LLC – Hartland, Wisconsin

Although officially established in 2008, The Probst Group has been providing customized solutions to meet our clients' unique needs for over 30 years. We take pride in our extensive experience in industrial wastewater engineering and operations.

The Sales Coordinator will support the Sales & Marketing Team by ensuring seamless coordination of proposal development, project setup, and administrative execution. This role is designed to streamline cross-departmental workflows, maintain data integrity across company systems, and support continuous improvement efforts. The position requires strong organizational skills, attention to detail, and the ability to collaborate effectively with internal teams, vendors, and clients. Duties will include, but are not limited to, the following:

Core Competencies

• Proficient daily use of Customer Relationship Management (CRM) or Enterprise Resource Planning (ERP) databases, including data entry, tracking, and reporting.
• Clear, concise written and verbal communication
• High attention to accuracy and detail
• Exceptional organization, cross-department collaboration, and follow-through
• Anticipatory problem solving and continuous improvement mindset

Key responsibilities for the Sales Coordinator:

• Provide support to the VP of Sales and Marketing, prioritizing key internal and external meetings and timely customer communication
• Populate, audit, and update Customer and Opportunity data into the CRM, including deadlines, pricing, and next steps
• Generate operational reports and dashboards from the CRM, highlighting key metrics to support tactical changes and strategic planning
• Collaborate with Engineering and Technical Services teams to compile technical inputs, pricing data, and compliance documentation for bids and proposals, and ensure seamless two-way handoffs
• Coordinate development of the Work Breakdown Structure (WBS) and Schedule of Values (SOV) for bid and proposal submissions
• Maintain and improve configurable pricing/technical models to support accurate, efficient, and timely proposal responses
• Draft, format, and finalize proposals and quotes, using input from technical teams and ensuring delegated deliverables and reviews are completed on time
• Ensure accurate project setup in ERP system (Mission Control) and appropriate filing of contract documents and POs upon Project award
• Identify, document, and maintain process improvement opportunities within the sales cycle and implement best practices to enhance collaboration, data visibility, and overall sales effectiveness
• Plan and manage Sales & Marketing travel logistics, including flights, vehicles, and lodging, and assist with expense entries and budget updates to support execution and reporting
• Coordinate scheduling for internal and external meetings, agendas, notes, and follow-up actions
• Other duties, as assigned

• 3+ years of administrative experience supporting technical, engineering, or sales teams
• 3+ years of experience writing or reviewing proposals or reports in a technical field
• Excellent written and verbal communication skills
• Strong command of Microsoft Office (Word, Excel, Teams, Outlook)
• Experience with CRM, ERP, and project management systems
• Ability to balance multiple priorities and manage competing deadlines
• High attention to detail and accuracy
• Ability to pass pre-employment background and drug screening

Preferred Qualifications

• 2+ years of Salesforce experience
• Experience with industrial wastewater or manufacturing environments
• Experience working with cross-functional technical teams
• Associate degree or higher in Business or related field