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Sales & Marketing Coordinator

Woodward Communications, Inc. • Madison, WI • 4h ago

Job Shift Day

Description

Reports To: Sales Manager

Supervisory Responsibilities: None

Specific Responsibilities:

CRM & Data Management

Maintain and update CRM records with accuracy and consistency

Conduct regular CRM audits to ensure clean data and eliminate duplicates

Generate weekly, monthly, and quarterly sales reports for leadership and account executives

Track contract status, renewal dates, and outstanding paperwork

Monitor campaign performance and pull basic analytics for impressions, clicks, and fulfillment

Proposal & Sales Material Support

Create customized proposals, media plans, and presentations aligned with client goals

Prepare sales materials including media kits, rate cards, case studies, and one-sheets

Assist with RFP responses by gathering assets, pricing, and timelines

Manage insertion orders and ensure accuracy before processing

Potential direct sales opportunities with ancillary and special project sales

Communication & Correspondence

Manage email correspondence with clients and internal teams

Respond to basic client inquiries to support account executives

Send follow-up communications after campaigns or events

Coordinate delivery of proofs and gather client approvals

Advertising & Product Coordination

Schedule and track advertising placements across print and digital platforms

Oversee product inventory and availability across all media channels

Track deliverables to ensure timely submission of creative assets and approvals

Coordinate internal workflows between sales, production, editorial, and events teams

Event & Sponsorship Support

Assist with event coordination, including sponsorship fulfillment and promotional activities

Prepare event materials such as signage, attendee lists, and sponsor deliverables

Support promotional efforts tied to events, including social media and email marketing

Administrative & Operational Support

Process billing requests and collaborate with accounting on invoicing accuracy

Maintain organized digital filing systems for proposals, contracts, and creative assets

Support onboarding of new clients, including welcome emails and CRM setup

Assist with vendor coordination for print, digital, or event-related needs

Other duties as assigned by manager

Qualifications

Post-secondary education or equivalent combination of education, training, and relevant experience preferred.

Experience in sales support, customer service, marketing, administrative, or related business functions preferred.

Strong listening, communication (verbal and written), presentation, and interpersonal skills.

Proficiency with basic computer applications and business software, including Microsoft Office. Comfortable with CRM Platforms and digital tools

Ability to assess client needs and develop effective, result-driven marketing solutions.

Ability to manage multiple priorities and deadlines with confidence

Self-motivated, trustworthy, persuasive, and results-oriented, with the ability to work independently and collaboratively as part of a team.

Demonstrated alignment with company core values and ESOP culture.

Valid driver's license and ability to maintain adequate automobile insurance.

Physical Requirements:

These physical requirements describe the essential job functions and may be performed with or without reasonable accommodation.

Ability to sit or stand for extended periods of time while working at a computer, on the phone, or in meetings.

Frequent use of hands and arms for computer operation, phone use, and handling paperwork or promotional materials.

Ability to communicate effectively with clients, coworkers, and members of the public in person, by phone, and electronically.

Ability to travel locally for client meetings, sales calls, and station or community events.

Occasional lifting or carrying materials related to events or promotions, generally up to 25 pounds.

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