Sales & Project Coordinator

Entrepreneur Cooperative · Costa Rica · $2k – $2k · posted today ago

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About this role

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Location: Remote – Latin America (LATAM) Work Arrangement: Fully Remote Industry: Construction / Recreational Equipment & Outdoor Projects Compensation: $1,600–$1,800 USD/month Schedule: Full-Time | U.S. business hours English Proficiency: Advanced English (C1 preferred)

About the Company

Our client is a U.S.-based company specializing in recreational construction projects, including playground installations and outdoor recreational environments.

The company works closely with customers, equipment suppliers, and field construction teams to deliver high-quality projects. Its operations involve preparing customer quotes, coordinating equipment orders and deliveries, and ensuring projects remain organized from initial inquiry through execution.

With a strong focus on reliability, customer service, and operational efficiency, the company offers an opportunity to contribute to projects that create engaging and functional community spaces.

About the Role

We are seeking a highly organized, proactive, and detail-oriented Sales & Project Coordinator to support sales administration, equipment shipment tracking, customer communication, and project documentation.

This role is essential to keeping daily operations running smoothly. You will manage quote preparation based on pricing and scope provided by company leadership, track equipment shipments from multiple vendors, coordinate delivery updates, and maintain accurate project records.

You will work closely with company leadership, customers, vendors, and the Field Construction Manager to ensure deadlines are met, information stays organized, and outstanding tasks are followed through to completion.

The ideal candidate is a strong communicator who enjoys managing multiple priorities, solving operational challenges, and keeping projects moving without constant supervision.

What You'll Do

Sales Coordination & Quote Management

Prepare, enter, and organize customer quotes using pricing and project specifications provided by leadership.
Track quote requests, deadlines, revisions, and customer responses.
Ensure quotes are reviewed, finalized, and delivered to customers on time.
Maintain accurate records of open quotes, outstanding questions, and follow-up commitments.
Identify missing information and proactively coordinate with internal stakeholders.

Shipment Tracking & Delivery Coordination

Monitor equipment orders and shipments from multiple vendors across active projects.
Maintain updated tracking records, including expected delivery dates, shipment statuses, and outstanding materials.
Communicate with suppliers, customers, and receiving teams to confirm shipment updates and arrivals.
Track equipment shortages, damages, and delivery discrepancies.
Coordinate with the Field Construction Manager to support equipment transfers and jobsite deliveries.
Escalate shipment delays and unresolved issues promptly.

Customer Communication & Administrative Support

Manage assigned customer correspondence and respond to routine inquiries professionally.
Coordinate product sample requests and related communications.
Maintain organized task lists and proactively follow up on outstanding requests.
Ensure important updates reach the appropriate team members.

Project Documentation & Organization

Create and maintain cloud-based project folders for confirmed orders.
Organize accepted quotes, customer correspondence, shipping documents, and project records.
Maintain consistent file naming, document version control, and accurate information.
Follow up on missing documents to ensure complete project files.

Qualifications

Required

2+ years of experience in sales coordination, project coordination, operations support, logistics coordination, or related administrative roles.
Advanced English proficiency, with strong written and verbal communication skills.
Excellent organizational skills and strong attention to detail.
Experience managing multiple tasks, deadlines, and ongoing follow-ups.
Proficiency with Microsoft Excel or Google Sheets, email platforms, and cloud-based document management systems.
Ability to work independently, prioritize effectively, and communicate proactively.
Comfortable collaborating remotely with U.S.-based teams, customers, and vendors.

Preferred

Previous experience supporting construction, equipment supply, installation, or project-based businesses.
Familiarity with preparing customer quotes, tracking purchase orders, and coordinating vendor shipments.
Experience using CRM, quoting, or project management software.
Understanding of shipping documentation, inventory tracking, or delivery coordination.

How Success Is Measured

Customer quotes are prepared accurately and delivered within deadlines.
Customer emails and inquiries receive timely, professional responses.
Equipment shipments and delivery schedules are consistently tracked.
Shipment delays, missing materials, and outstanding issues are identified early.
Project files are accurate, organized, and easy to access.
Leadership and field teams receive reliable updates with minimal follow-up required.

Why Join Us?

Fully Remote Opportunity: Work from anywhere in Latin America while collaborating with a U.S.-based organization.
Competitive Compensation: Earn $1,600–$1,800 USD per month.
Meaningful Responsibility: Play an important role in keeping customer projects and daily operations organized.
Cross-Functional Exposure: Collaborate with sales, operations, suppliers, and construction teams.
Professional Growth: Develop valuable experience in U.S. business operations, project coordination, and customer support.