Sales Coordinator

Best Roofing has served as South Florida’s leading commercial roofing specialist since 1978. We are committed to excellence in safety, quality, and productivity while fostering a collaborative and growth-oriented workplace. As a family-owned company, we prioritize our people and our community, empowering employees to build careers while delivering outstanding service to our clients.

Role Overview:

The Sales Coordinator is a vital support partner to our Account Executives, Regional Sales Directors and Director of Construction Sales, responsible for managing sales pipelines, coordinating appointments, and ensuring that all sales documentation and activities are completed accurately and on time. This role helps maximize the productivity of the sales team by owning administrative responsibilities, facilitating communication, and driving efficiency throughout the sales process.

Core Focus:

• Support the Account Executives and Regional Sales Directors by managing their calendars, sales pipelines, and related tasks, enabling them to focus on revenue-generating activities.
• Ensure that all opportunity data, follow-ups, and documentation are accurately entered and maintained in the CRM system.
• Coordinate internal processes to ensure a seamless transition of new projects from sales to operations.
• Partner with sales team to track the status of open opportunities and ensure timely completion of tasks.
• Provide administrative and logistical support to ensure client satisfaction and internal accountability.

Key Responsibilities:

• Manage Account Executives and Regional Sales Directors calendars and schedule client meetings, field visits, and internal deadlines.
• Maintain consistent communication via phone and email with clients and internal teams.
• Input and update all sales activity and meeting outcomes in HubSpot CRM in a timely and accurate manner.
• Create and maintain project files, including generating “F” numbers and setting up the Master Project Folder in accordance with company protocols.
• Enter new job opportunities into relevant platforms such as FCS and prepare corresponding Red Folders.
• Collect and organize all necessary forms, documents, and project information for operational handoff.
• Coordinate and process deposit invoice requests, ensuring prompt client payment.
• Complete and submit permit applications, ensuring proper signatures and documentation are collected.
• Track open opportunities and support Estimators by ordering plans, bid documents, and facilitating RFI responses.
• Collaborate with the Sales Executive to prioritize tasks, validate completion, and escalate any issues requiring resolution.
• Own the opportunity from receipt through transition to Account Manager once a client is fully established.
• Provide general administrative support to ensure sales process flows efficiently from initiation through project launch.

How We Measure Success:

• Calendar Management: Account Managers’ calendars are consistently up-to-date and optimized for productivity.
• Pipeline Accuracy: All sales data in HubSpot CRM is current, with complete notes and task updates.
• Task Completion: Assigned sales coordination tasks are executed on time and documented properly.
• Operational Handoff: Project files are complete, organized, and ready for seamless transition to operations.
• Client Responsiveness: All customer-facing requests and tasks are addressed promptly and professionally.

Skills & Experience:

• High school diploma required; bachelor’s degree in business administration, engineering, or related field preferred.
• Previous experience in sales coordination, construction, project management, or roofing industry preferred.
• Strong written and verbal communication skills; bilingual in English/Spanish is a plus.
• Excellent organizational and time management skills with the ability to manage multiple priorities.
• High proficiency in Microsoft Office Suite (Word, Excel, Outlook) and CRM systems; experience with SharePoint and HubSpot CRM preferred.
• Detail-oriented with a proactive and collaborative approach to problem-solving.
• Demonstrated ability to thrive in a fast-paced, team-oriented environment.
• High level of integrity, professionalism, and commitment to client satisfaction.