Sales & Operations Coordinator
About this role
What You'll Do:
- Prepare and manage customer quotes from initial request through delivery
- Track quote status and follow up on pending approvals
- Communicate our process, timelines, and next steps to customers via email and calls
- Ensure quotes are accurate, complete, and reflect current pricing and terms
- Produce daily and monthly operational reports on project status, pipeline, and key metrics
- Gather data from Project Management, Sales, and Operations teams
- Create PowerPoint presentations for leadership reviews on major projects, including scope, budget, timeline, and risk
- Identify trends and flag issues (delays, cost overruns, bottlenecks) for management attention
- Support project costing, compile labor, material, and overhead estimates for new projects
- Track actuals vs. estimates and flag significant variances
- Organize and maintain project documentation for audit and reference
- Research and source vendors for project materials, services, and supplies
- Manage vendor relationships and track delivery status
- Support travel logistics: book flights, arrange hotels, manage expense reporting
- Maintain organized all leads in Sales Force and maintain reporting accuracy
- Process expense reports and coordinate reimbursements
- Manage calendars, meeting scheduling, and internal coordination across teams
- Develop and improve operational processes and templates
- Strong organizational skills — You manage multiple projects simultaneously without dropping details
- Proficiency in Microsoft Office — Excel (pivot tables, formulas), PowerPoint, and Word are comfortable tools for you
- Written communication — You write clear, professional emails and can adapt your tone for customers and internal teams
- Attention to accuracy — Numbers, dates, and details matter; you catch errors before they become problems
- Problem-solving mindset — You anticipate issues and find solutions, not just flag problems
- Comfort with data — You can work with spreadsheets, interpret reports, and present information clearly
- Self-starter — You take initiative on routine tasks and know when to escalate
- Experience with Salesforce or similar CRM systems
- Familiarity with project management tools
- Background in operations, finance, project support, or administrative roles
- Knowledge of manufacturing or industrial processes (we'll teach you the technical details)
- Experience creating executive presentations and reports
APICZ
Company at a glance
API Heat Transfer is a leading global provider of heat transfer solutions, recognized for delivering innovative, energy-efficient equipment for more than 140 years. Our engineering expertise, broad technology portfolio, and commitment to customer success have established us as a trusted partner across virtually every industry.
Our family of industry-leading brands enables us to deliver comprehensive heat transfer technologies for a wide range of applications:
- Basco – Shell & Tube Heat Exchangers and Gland Steam Surface Condensers
- Schmidt – Plate & Frame Heat Exchangers
- General ThermoDynamics – Air-Cooled Heat Exchanger Solutions
- Airtech – Radiators and Charge Air Coolers
- Thermal Transfer Products (TTP) – Fluid Power-Related Heat Exchangers
Together, these brands allow API Heat Transfer to provide one of the industry’s most comprehensive portfolios of heat transfer technologies, serving customers across diverse markets worldwide.
Our reputation is strengthened by a global network of manufacturing facilities and more than 1,600 employees dedicated to providing exceptional sales, service, and technical support. This customer-focused approach is ingrained in our culture and has enabled us to support customers around the world. When you partner with API Heat Transfer, you’ll experience the performance, expertise, and reliability that set us apart.
With a broad product portfolio and expertise spanning multiple heat transfer technologies, we deliver complete thermal solutions for virtually every application and industry. Our team of engineering experts combines decades of real-world experience with a deep understanding of complex thermal challenges to develop reliable, high-performance solutions. From standard products to fully customized systems, we provide the engineering partnership and product quality our customers depend on with confidence.
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