Administrative Assistant
About The Position
The Sales Assistant provides high-level administrative and operational support to the Sales Team, helping the sales process run efficiently from proposal through project completion. The role serves as a key liaison between Sales, Operations, Accounting, and clients by preparing proposals, coordinating project documentation, tracking sales activity, and maintaining accurate records. The ideal candidate is organized, detail-oriented, proactive, and able to manage multiple priorities in a fast-paced environment. The position also supports client communication, sales reporting, contract and project administration, and financial administrative tasks. The Sales Assistant helps ensure required documentation is in place before project work begins and supports coordination across teams so awarded work transitions smoothly to execution.
Requirements
- Minimum of 2 years of administrative support experience, preferably supporting a sales or customer service team.
- Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
- Strong organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
- Excellent written and verbal communication skills.
- Exceptional attention to detail and accuracy.
- Strong customer service and interpersonal skills.
- Ability to work independently and collaborate effectively within a team.
- Ability to maintain confidentiality and exercise sound judgment.
- Strong problem-solving skills and a proactive approach to identifying solutions.
Nice To Haves
- Associate's degree preferred; equivalent work experience will be considered.
- Experience in construction, facility services, maintenance, or a project-based environment is a plus.
Responsibilities
- Prepare professional client proposals from Sales Team estimates for contract, cash, and project work.
- Prepare bid packages and proposal presentations for large projects and competitive bids.
- Develop presentation materials for prospective and awarded projects.
- Review proposals for accuracy, completeness, and compliance with company standards.
- Maintain organized electronic and hard-copy proposal files.
- Serve as a primary administrative point of contact for clients regarding proposals and project documentation.
- Follow up with clients about outstanding proposals, requested revisions, and contract documentation.
- Coordinate communication among the Sales Team, Operations, Accounting, and clients to support the transition from awarded work to project execution.
- Maintain accurate records of proposed, pending, and awarded work.
- Track proposal status and assist with Sales Team follow-up activities.
- Prepare and distribute weekly, monthly, quarterly, and annual sales reports.
- Track daily cash work completed and billed.
- Review new and existing customer contracts for completeness.
- Manage Certificates of Insurance (COIs), Master Service Agreements (MSAs), Purchase Orders, and other required project documentation.
- Coordinate administrative requirements for awarded projects before commencement.
- Ensure required documentation is received before work begins.
- Prepare customer credit memos and maintain the company Credit Memo Log.
- Update, coordinate, and distribute the weekly Accounts Receivable Aging Log to the Sales Team.
- Prepare monthly expense reports for Sales Team members.
- Attend and actively participate in weekly Sales, Administrative, and Accounts Receivable meetings.
- Collaborate with Operations, Accounting, and Administrative staff to support company objectives.
- Assist with special projects and other administrative duties as assigned.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
