Sales & Client Services Coordinator

About Us:

We’re on a mission to bring the power of modern marketing to B2B technical industries, so they can achieve greater success. For over a decade, we’ve helped B2B marketers in technical, industrial, and manufacturing industries accelerate growth through highly effective websites and powerful digital marketing.

About the Opportunity:

Windmill Strategy is seeking a proactive and detail-oriented Sales & Client Services Coordinator to join our fully virtual team. This associate-level role is designed to support the efficiency and success of our sales and account growth processes by managing the logistics of inbound inquiries, coordinating meetings and follow-ups, preparing proposals and presentations, and maintaining accurate task and pipeline data in HubSpot. Your work will keep proposals, meetings, and follow-ups on track, supporting a smooth and professional sales process from first inquiry through decision.

This is a full-time remote/WFH position, on a fully virtual team.
Salary Range: $55,000 – $70,000, based on experience.

About You:

You are organized, sharp, and process-driven. You thrive on keeping others focused and helping cross-functional teams stay aligned. You’re not “salesy;” you’re a great listener, a curious problem solver, and you’re confident and warm in client communication. You ask great questions, anticipate needs, and follow up effectively.

You’re tech-savvy and a fast learner with strong attention to detail, and anticipate next steps. You understand the rhythm of an agency or client services team – even if you’ve never worked in one – and you’re excited to be a right hand to our team members guiding new business and account growth conversations.

You may be early in your career or looking to pivot into a more client-facing role, and are seeking an opportunity to grow, potentially into sales, client services, or a similar path, as you build hands-on experience and deepen your understanding of B2B marketing and agency operations.

Key Qualities We’re Looking For:

• Marketing Context: You have experience in a marketing environment—whether agency or in-house—and understand the basics of constructing proposals, slide decks, and cross-functional collaboration.
• HubSpot Experience: You’re confident navigating HubSpot, from updating deal records and pipelines and logging tasks to managing sequences, workflows, and supporting template updates.
• Detail-Oriented: You take pride in precision, whether proofreading a proposal, confirming a meeting agenda, or updating CRM records. You spot what’s missing before others do.
• Organized & Proactive: You thrive on structure and consistency. You’re quick to create next steps, coordinate moving parts, and bring clarity to dynamic workflows.
• Collaborative Approach: You work well with others, take initiative to keep things on track, and enjoy being a go-to support partner across multiple stakeholders.
• Clear Communicator: You write and speak with clarity and purpose. Your follow-ups, notes, and internal messages make complex information feel simple and actionable.
• Client-Ready Presence: You’re professional and composed when interfacing with clients, whether scheduling a meeting, sitting in to take notes, or building supporting materials behind the scenes.
• Adaptability: You stay effective when priorities shift or tools evolve, and you’re comfortable learning new platforms, processes, or templates on the fly.

You Will:

• Coordinate scheduling and logistics for inbound sales inquiries, internal scoping sessions, and client check-ins (e.g., 6-month reviews)
• Prepare and update sales decks, presentations, estimating materials and proposal documents including those related to scoping or client growth discussions
• Maintain accurate and up-to-date records in HubSpot, including tasks, pipeline stages, and contact info
• Organize notes, action items, and follow-ups after client meetings or discovery calls, including sending follow-up communications when appropriate
• Support team visibility into upcoming proposals and pipeline status
• Work alongside senior team members to ensure timely, consistent, and professional communication with prospects, clients and team members
• Help document, improve and streamline internal sales & account growth processes and templates
• Shadow sales conversations to better understand our approach, while coordinating next steps, capturing key takeaways, and supporting follow-up documentation as appropriate

Your Skills and Background:

• 2–3 years of experience in sales support, client services, marketing coordination, or similar administrative roles
• Prior experience working within a marketing agency or marketing department
• Hands-on familiarity with HubSpot (required)
• Strong written and verbal communication skills
• Excellent attention to detail and follow-through
• Proficiency in Google Workspace (Docs, Slides, Sheets)
• Ability to prioritize, self-manage, and meet deadlines in a fully remote environment
• Associate’s or Bachelor’s degree preferred

Nice to Have:

• Experience supporting proposal development or project estimates
• Familiarity with CRMs, automation platforms, or project management tools

Key Accountabilities:

• Proposal and deck preparation
• Scheduling and communication support
• CRM accuracy and task management
• Meeting notes and follow-up coordination
• Process documentation and platform transitions
• Internal visibility into sales pipeline status