Inbound Sales & Client Services Coordinator

Summary

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

Qualifications

Must Haves

• 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

Nice to Haves

• 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.