Note: The job is a remote job and is open to candidates in USA. Windmill Strategy is a virtual marketing agency that helps B2B technical, industrial, and manufacturing companies grow through websites and digital marketing. The Inbound Sales & Client Services Coordinator will manage inbound sales logistics, prepare proposals and scope materials, maintain HubSpot records, lead initial inquiry calls over time, coordinate follow-ups, and support smooth handoffs to account and project management teams.
Responsibilities
- Prepare and update sales decks, presentations, estimating materials, and proposal documents
- Coordinate scheduling and logistics for inbound inquiries, internal scoping sessions, and client check-ins
- Maintain accurate, up-to-date records in HubSpot — tasks, pipeline stages, amounts, close dates, and contact info
- Organize notes, action items, and follow-ups after every call, and send follow-up communications on cadence
- Lead 30-minute initial inquiry calls (as you ramp up), building rapport, assessing fit against our qualification rubric, and setting up next steps
- Quarterback Process & Scope Options calls: prepare and customize the deck and one-page scope options, and bring in the right subject-matter expert for the parts that need senior expertise
- Support the president and senior team members in delivering timely, consistent, professional communication with prospects
- Help document, improve, and streamline our internal sales processes and templates, including thoughtful use of AI for drafting and research
- Support a clean handoff to the account/project management team when a deal closes
- Support and contribute to Windmill Strategy’s inbound lead generation and marketing activities, such as identifying frequent topics that are top of mind in sales calls, and other relevant activities
Skills
- Applicants must be authorized to work in the U.S
- You've worked in a marketing agency or in-house marketing department, and understand our core services — website design and development, SEO, and digital campaigns — along with the basics of proposals, slide decks, and cross-functional collaboration
- You're confident in HubSpot, from updating deals and pipelines to logging tasks and managing sequences and templates
- You take pride in precision, whether proofreading a proposal, confirming an agenda, or updating a record. You spot what's missing before others do
- You thrive on structure. You create next steps, coordinate moving parts, and bring clarity to dynamic workflows
- You're ready to ensure that sales initiatives and tasks move forward even when the team is busy, while being respectful of existing current-client responsibilities
- You're ready to negotiate between keeping the client happy and not making promises that the production team can't keep. You keep an eye out for which clients could be better long-term relationships for our team, vs. which might be difficult to work with or unprofitable, while balancing priorities toward onboarding a steady cadence of great-fit clients
- You can lead a structured conversation, listen well, and keep things on track — and you know when to bring in an expert
- Your follow-ups, notes, and messages make complex information feel simple and actionable, in a factual, advisory voice free of fluff
- You're professional and composed with prospects, whether scheduling, leading an early call, or building materials behind the scenes
- You stay effective when priorities shift or tools change, and you learn new platforms and processes quickly
- You can pivot on the fly to follow a client's needs, finding the right marriage between what they're after and what we can deliver — at a price they're willing to pay, and at a level of effort that's profitable for us. You improvise well, and you know which boundaries can flex and which are fixed
- 3-5 years in sales support, client services, marketing coordination, or a similar role, preferably within professional services or B2B industrial/manufacturing environments
- 1-2 years prior experience in a marketing agency or in-house marketing department, with exposure to digital marketing and website design/development work (required)
- Hands-on familiarity with HubSpot (required)
- Strong written and verbal communication
- 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
- Adept at using AI tools to draft and streamline routine work – while not offloading critical thinking
- Associate's or Bachelor's degree preferred
- Associate's or Bachelor's degree preferred
- Experience supporting proposal development or project estimates
- Familiarity with CRMs, automation platforms, or project management tools
Benefits
- Fully remote/WFH position on a fully virtual team.
- Company-wide quarterly bonus tied to overall profitability.
Company Overview