RNC Sales and Estimations Administrative Assistant

Airtron • Dallas, TX

8d • Onsite

About The Position

The Administrative role within the RNC Sales and Estimation department provides centralized support for department data, documentation, communication, tracking, and follow-through. This role helps ensure builder opportunities, bids, estimates, pricing updates, contracts, change orders, and customer-related requests are organized, accurate, current, and completed efficiently across sales, estimating, CED, production, accounting, warranty, and builder-facing teams. This position strengthens the RNC Sales and Estimation department by creating reliable administrative control over information, documentation, communication, follow-up, and process consistency. The position supports daily execution and long-term department organization by ensuring critical information is accurate, accessible, timely, and clearly communicated across all required teams.

Requirements

• High School Diploma or GED. Relevant work experience may be substituted for education.
• 1+ year’s office and/or clerical experience. Relevant work experience may be substituted for education.
• General computer competency is required, including a minimum of 1-year experience Microsoft Excel, Word, and Outlook.
• Must be able to communicate in English effectively, both verbally and in writing.
• Ability to work overtime with little notice; weekends hours may occasionally be required.
• Strong organization, follow-up, and prioritization skills
• Accurate data entry, reporting, and document management
• Clear written and verbal communication
• Attention to detail and ability to identify missing information or process gaps
• Professional builder, customer, and cross-department coordination
• Familiarity with builder portals, scheduling platforms, bid documents, pricing records, contracts, and change-order workflows

Nice To Haves

• Completed college course work.
• Customer service mindset.
• Ability to work independently and as part of a team.
• Excellent written and verbal communication skills.
• Able to work in a fast-paced environment.
• Strong organizational skills, attention to detail and the ability to multi-task.
• Positive attitude and willingness to learn and be a part of a team.
• Ability to build positive relationships with customers, both internal and external.
• Willingness and ability to work collaboratively with all levels of the organization.
• Safety mindset and acceptance of a safety culture.

Responsibilities

• Maintain accurate records in SMBMWM/AMP and other applicable systems for builders, customers, jobs, contacts, pricing, leads, bids, estimates, EPOs, and change orders.
• Track inbound requests, open tasks, aging items, incomplete records, approval status, bid activity, estimate turnaround, awarded jobs, lost bids, and required follow-up.
• Prepare recurring reports that give leadership visibility into workload, status, bottlenecks, process gaps, and unresolved items.
• Compile, organize, and distribute current plans, specifications, scopes of work, builder requirements, alternates, exclusions, clarifications, pricing sheets, and supporting documentation needed for accurate bid and estimate preparation.
• Coordinate bid revisions, pricing updates, change-order details, and release-ready documentation with sales, estimating, CED, accounting, production, warranty, and leadership as needed.
• Communicate completed bids, updates, missing information, and required next steps to builders and internal stakeholders, then archive related packages and correspondence in the appropriate files.
• Receive, organize, name, file, and maintain builder plans, addenda, contracts, COIs, W-9s, compliance items, contact lists, portal records, scheduling platform information, and department documentation.
• Track revisions, addenda, expirations, contract routing, builder-specific requirements, missing documents, outdated information, and approval requirements.
• Ensure department files, builder records, pricing documents, bid packages, and platform information are complete, current, accessible, and consistently organized.
• Serve as an administrative communication point between sales, estimating, CED, accounting, production, warranty, builders, customers, and other stakeholders.
• Coordinate handoffs, route questions to the proper owner, distribute updates, track unresolved issues, and support timely follow-through on builder, customer, warranty, service, documentation, pricing, and production-related requests.
• Escalate missing information, recurring concerns, delays, service trends, unresolved items, or time-sensitive requests to department leadership.
• Manage calendars, meeting schedules, agendas, supporting documents, action items, owners, due dates, and follow-up for department coordination, bid review, builder review, and related meetings.
• Maintain department checklists, procedures, templates, filing standards, builder-specific workflows, portal processes, and recurring administrative requirements.
• Recommend improvements that reduce duplicate work, missed communication, documentation gaps, delays, and inconsistent practices.
• Perform other duties as assigned to support department goals and operational needs.

Benefits

• Airtron is an equal opportunity employer committed to diversity and inclusion. All qualified applicants will receive consideration for employment without regard to race, color, sex, pregnancy, sexual orientation, age, religion, creed, national origin, gender identity, disability, military/veteran status, genetic information or any other categories protected by applicable law.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED