Project and Sales Coordinator

Description: Reports To: Head of Project Management Department: Operations FLSA Status: Non-Exempt Team: Project Management Pay Range: $22 - $26 per hour USD Location: Corvallis, Oregon ABOUT US MiCROTEC is a high-tech company and global leader in Wood Scanning Solutions. Established in 1980 and headquartered in Bressanone, Italy with offices in Sweden, Germany, Finland, Canada and the United States, we are a global technology partner for the wood processing industry. Our world-leading scanning products are used by some of the world’s largest sawmills and wood processing companies to add value and enhance their businesses. Committed to providing our customers with the most economically and ecologically sustainable wood utilization, we are powered by a passionate team dedicated to the evolution of our industries. We use exciting technologies such as CT (Computer Tomography), X-ray, Visual scanning, Deep Learning, Artificial Intelligence and Stereoscopic Imaging to bring new innovations to the time-honored industry of sawmilling. As the world’s largest wood scanning solutions provider, your personal growth opportunities are considerable. In serving our customers all over the world, you will have the chance to travel and experience the beautiful places our installations are located. Our core values include Customer Success, Innovation, Integrity, Respect, Collaboration, Dependability, and Passion for Excellence. If this resonates with you, we invite you to become part of our team! SUMMARY The Project & Sales Coordinator is a dual-support, back-office role responsible for providing administrative, operational, and coordination support across the Project Management, Sales, and After Sales functions. This position is critical to maintaining accuracy, efficiency, and organization in project execution, after-sales workflows, and sales operations. The Coordinator will support both the Project Management and Sales/After Sales teams, splitting time according to departmental needs (approximately 50/50). The role is designed with long-term development in mind, offering opportunities to learn project coordination, resource planning, CRM/ERP systems, and customer workflow management—building toward future growth into Project Management or After Sales career paths. KEY RESPONSIBILITIES Project Management Support - Estimated 20 total hours per week Project Administration & Coordination Assign new projects to Project Managers based on availability, capacity, and expertise. Identify and resolve resource conflicts; support Ganttic scheduling and resource reservations. Serve as backup for Project Managers during absences. Systems & Audit Management Audit project data across Asana, Triskell, Macola, and internal systems to ensure accuracy and timely updates. Manage the North America Triskell inbox and assist with Triskell rollout, training, and adoption. Project Execution Support Support critical or high-visibility projects by distributing drawings, coordinating meetings, preparing and distributing meeting minutes, and tracking key milestones. Update complex schedules in MS Project. Coordinate small-scale projects independently, ensuring timely execution and communication. Cross-Team & Logistics Coordination Coordinate logistics between Italy and Corvallis to ensure smooth deliveries, including verifying tariff amounts and identifying discrepancies. Organize technician, engineering, and pre-sales staffing for showroom lumber runs, including obtaining approvals. Manage internal, expo, and show installations. Process Ownership Maintain and own departmental process documentation, ensuring consistency and continuous improvement. Sales and After Sales Support – Estimated 20 total hours per week Back-Office Sales Support Track proposals sent to customers and ensure proper saving and filing of documents in SharePoint. Register proposals with line items in Macola. Update CRM with proposal pricing and send dates. Process POs and OCs, create sales orders in Macola, verify CRM pricing and dates, close opportunities, send project release communications, and ensure documents are properly stored. Support handover to Project Management as needed. Back-Office After Sales Support Track proposals for hardware/software upgrades, GS3 upgrades, and support contracts; ensure proper document management in SharePoint. Update CRM with accurate proposal data and timelines. Process POs and create OCs for upgrades and support contracts; register sales orders in Macola and close related CRM opportunities. Send project release communications and save documents in correct folders. Process POs and registrations for service visits and spare parts. Serve as backup for After Sales and Spare Parts during staffing absences. Systems & Documentation Management Maintain and update customer records, quote history, the Offer List, Project Master List, and data in Macola, CRM, ServiceNow, and other internal systems. Act as the point of contact for data adjustment requests from other departments. Maintain contact lists for marketing campaigns. Ensure accurate and complete documentation for all sales and after-sales workflows. Cross-Team Collaboration & Internal Expertise Serve as an internal reference for workflows, processes, project numbering, and best practices. Provide guidance to Account Management, Technical Teams, Logistics, Finance, and other stakeholders. Support Contract Renewals Create CRM opportunities. Prepare and send proposals. Follow up with customers. Involve After Sales Specialists where needed. Required Skills & Abilities Strong proficiency with Excel, ERP systems (e.g., Macola), CRM tools, and scheduling platforms such as Ganttic. Experience with MS Project, Asana/Triskell, or similar project management tools preferred. Strong organizational and time-management skills with the ability to balance multiple priorities across two departments. High attention to detail, comfortable auditing and aligning data across systems. Excellent written and verbal communication skills. Ability to work independently while supporting multiple stakeholders. Interest in building a long-term career in Project Management or After Sales is a plus. Education & Experience Associate’s degree in business administration, Operations, Project Management, or related field; bachelor’s degree preferred. 2+ years of experience in administrative or coordination roles, ideally supporting technical, manufacturing, or project-driven environments. Physical & Travel Requirements Ability to work at a desk for extended periods. International travel may be required up to 1x per year for training purposes. Requirements: SKILLS & ABILITIES Strong proficiency with Excel, ERP systems (e.g., Macola), CRM tools, and scheduling platforms such as Ganttic. Experience with MS Project, Asana/Triskell, or similar project management tools preferred. Strong organizational and time-management skills with the ability to balance multiple priorities across two departments. High attention to detail, comfortable auditing and aligning data across systems. Excellent written and verbal communication skills. Ability to work independently while supporting multiple stakeholders. Interest in building a long-term career in Project Management or After Sales is a plus. EDUCATION & EXPERIENCE Associate’s degree in business administration, Operations, Project Management, or related field; bachelor’s degree preferred, or equivalent experience in a similar role. 2+ years of experience in administrative or coordination roles, ideally supporting technical, manufacturing, or project-driven environments. Physical & Travel Requirements Ability to work at a desk for extended periods. International travel may be required up to 1x per year for training purposes.