Sales Project Coordinator

Job description

The Henry P. Thompson Company (HPT), a UFT company was established in 1910 and is the oldest such manufacturers’ representative firm still doing business in the water and wastewater equipment industry. ‍ We provide the very best in clean water solutions by utilizing Lowest Total Cost, Least Risk Solutions of engineered equipment, parts, and service for water and wastewater systems in Ohio, Indiana and Kentucky. The Henry P. Thompson Company, a UFT company is hiring a Sales Project Coordinator for their Fishers, IN office. This position will require working in the Fishers, IN office Monday-Friday. ### What you'll do: - **Bid Phase:** Review Job (Reed & Dodge) reports. Perform initial specification review. Transmit pertinent project information to vendors. Prepare cover letter for proposals. Qualify bidders list. Collect proposals and pricing from vendors. Prepare bid folder for capital sales projects. - **Order Entry**: Solicit profit work-up sheet from sales. Review purchase orders for dollar value and scope accuracy to vendors. Transmit purchase order to vendors. Review terms and conditions for buy/resell orders. Acknowledge purchase order. Enter order on the QuickBase order management system. Create electronic job file on the public file. Prepare submittals for buy/resell orders. Project initial dates for submittals and shipments based on lead-times quoted by vendors and job requirements. - **Project Coordination/Support:** Support customers and principals by coordinating communication and transmitting required documentation (submittals) between customer and vendor. Monitor project status for customer requirements and adjust shipment projections in accordance with factory schedules. Assist in resolution of any issues. Generate billings. ### What you bring: - 2+ years of project coordination / sales support experience. - Water/Wastewater industry experience preferred. - Bachelor’s degree. - Previous experience with a CRM required. We use QuickBase. - Experience supporting bid processes, including reviewing specifications, coordinating vendor quotes, and compiling proposal packages. - Background in order entry and purchase order management, with strong attention to scope, pricing, and terms & conditions. - Experience working with vendors and internal sales teams to coordinate project details and timelines. - Familiarity with project documentation and submittal preparation for customer and vendor review. - Proven ability to manage multiple projects simultaneously, including tracking status, updating schedules, and meeting deadlines. - Exposure to billing and invoicing processes within project-based environments. - Experience using MS Office. - Ability to provide excellent customer service.