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Sales Processing & Administrative Coordinator

Space Machine & Engineering

Saint Petersburg, FL 33713 • 10/23/2026

Administrative / Clerical , Professional , Sales

Job Description

Job Description

Job Title: Sales Processing & Adminitrative Coordinator

Location: St. Petersburg, Florida (On-site)

Department: Sales / Business Development / Marketing

Reports To: Vice President of Sales and Business Development

Employment Type: Full-Time

Position Overview

The Sales Operations & Administrative Coordinator is responsible for CRM/ERP data within Microsoft Business Central, ensuring accurate processing of leads, opportunities, quotes, and orders. Provides critical administrative and marketing support, including trade show planning, collateral preparation, presentation development, and proposal coordination. The position supports the VP of Sales activities across sales, marketing, and customer service.

Key Responsibilities

  • Lead Processing– Enter and validate
  • Opportunity Support– Create pre-quote lists for bi-weekly discovery meetings
  • Quote Generation– Process quotes in Business Central, create SharePoint file for quote/price back up and related documents (drawings, SCD, Step files), and (if needed) email chain
  • Order Processing– Create list for weekly meeting reviews, convert approved quotes and enter sales orders into Business Central, create SharePoint file include quote file and add purchase orders, T&C, COC, QA requirements and other related documents
  • Business Central Data Integrity– Maintain clean, accurate records; audit data regularly; ensure alignment between Quote, Sales order, Purchase order and related documents.
  • Reports– Generate weekly/monthly reports on pipeline, quote activity and bookings.

Trade Show Coordination

• Trade show planning, and post lead capture and follow up – Manage logistics, registration, booth materials, shipping, and vendor coordination.

Marketing Material & Collateral

• Marketing asset preparation – Maintain brochures, product sheets, case studies, and digital assets.

Presentations & Proposals

• Presentation development– Assist in creating PowerPoint decks for sales meetings, trade shows, and executive briefings.

• Proposal coordination Support drafting, formatting, and assembling proposals; manage version control and support deadlines.

Skills & Qualifications

•Proficiency with Microsoft Business Central

• Strong organizational and administrative skills

• Ability to manage multiple deadlines and coordinate crossfunctional tasks

• Excellent written communication and presentation formatting abilities

• Familiarity with trade show logistics and marketing workflows

• High attention to detail and commitment to data accuracy

The company is an Equal Opportunity Employer that celebrates diversity and fosters an inclusive environment. We make hiring decisions based solely on merit and business needs.

Join a legacy of innovation in waveguide technology and help drive the next era of advanced communications!