Sales Administrator

Ackerman Plumbing•Palmetto, FL

12d•Onsite

About The Position

Service & Preconstruction Sales Administrator Location: Sarasota, FL Join a Legacy of Excellence Ackerman Plumbing is seeking an experienced and driven Service & Preconstruction Sales Administrator to support the operational engine behind our sales and preconstruction efforts. This role provides operational, analytical, and coordination support to both the Vice President of Sales & Business Development and the Vice President of Preconstruction, ensuring the entire acquisition engine—from lead generation through bid submission—operates with discipline, accuracy, visibility, and accountability. The position owns CRM integrity (HubSpot), pipeline and bid reporting, forecasting support, calendar coordination, networking logistics, and KPI tracking to support profitable and predictable growth across both Service and Construction divisions. If you are looking for a long-term opportunity with a company that values expertise, leadership, and quality, we encourage you to apply and become part of our legacy of excellence. About Ackerman Family-owned and operated since 1946, Ackerman Plumbing has proudly provided expert craftsmanship across four generations. Our projects range from hospitals and hotels to educational institutions and museums, consistently setting industry standards for quality and reliability. Our company built its reputation on the belief that our customers deserve nothing less than the "World’s Greatest Plumbers." Benefits Competitive Salary commensurate with experience Paid Time Off and 9 Paid Holidays Comprehensive Health, Vision, and Dental Insurance 401(k) Retirement Plan with 4% Company Match Access to the Latest Technology and Project Management Tools Ongoing Professional Development and Career Advancement Opportunities A collaborative, supportive work environment that fosters excellence Position Overview The Service & Preconstruction Sales Administrator ensures the front end of the business operates with structure, visibility, and accountability. This role manages CRM integrity, pipeline reporting, pursuit tracking, forecasting infrastructure, and coordination between Sales and Preconstruction teams. The position is foundational to building a disciplined acquisition engine that supports profitable growth and consistent project wins. This is a strategic operations role, not a clerical position, and plays a key part in professionalizing the company’s business development and pursuit processes.

Requirements

3–5 years of experience in sales administration, bid coordination, or business development support
Strong experience with HubSpot or similar CRM platforms
Advanced Excel and reporting skills
Strong organizational and document control capabilities
Ability to manage multiple deadlines and priorities
Professional communication and executive support skills
Other duties as assigned.
Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
CRM platforms (HubSpot preferred)
Pipeline reporting and forecasting tools
Bid tracking and document management systems
Candidates must possess a valid driver’s license and maintain a clean driving record.

Nice To Haves

Experience supporting construction, mechanical, or trade services organizations preferred

Responsibilities

Pipeline & Opportunity Management
Maintain real-time accuracy of all Service and Construction opportunities in HubSpot
Ensure proper deal staging, qualification, and documentation
Track service agreements, recurring revenue opportunities, and project pursuits
Monitor pursuit status (budget, design-assist, hard bid, negotiated)
Identify stale opportunities and qualification gaps
Support margin discipline by ensuring opportunities align with target profiles
Bid & Preconstruction Coordination
Maintain master bid log and pursuit tracker
Track bid dates, RFP deadlines, addenda, and submission requirements
Coordinate internal bid meetings and pursuit strategy sessions
Assist with proposal assembly and document organization
Ensure handoff documentation from Preconstruction to Operations is complete
Track pre-bid qualifications and required documentation
CRM Ownership & Data Integrity
Serve as HubSpot CRM champion across Sales and Preconstruction teams
Audit contacts, companies, deal stages, revenue projections, and close dates
Maintain reporting dashboards including: Pipeline value Qualified pipeline Win rates Bid-hit ratio Margin trends
Support automation workflows and reporting improvements
Train team members on CRM standards and usage expectations
Forecasting & Reporting Infrastructure
Produce weekly acquisition reporting including: Service pipeline Construction pursuits Booked work Forecasted revenue Margin indicators
Support quarterly forecasting processes
Track conversion ratios and sales velocity
Align reporting with Finance to support EBITDA-focused growth
Calendar & Meeting Coordination
Coordinate calendars for the VP of Sales and VP of Preconstruction
Schedule client meetings, pre-bid meetings, networking events, and internal strategy sessions
Prepare meeting materials and follow-up documentation
Track action items from sales and pursuit meetings
Maintain visibility into key client touchpoints
Networking & Business Development Support
Coordinate industry events, sponsorships, and trade associations
Track participation in organizations such as MCAA, PHCC, Chambers, and other industry groups
Maintain master networking calendar aligned with business development goals
Ensure post-event follow-up occurs within 72 hours
Support client entertainment and relationship-building logistics
Administrative & Operational Support
Assist with proposal formatting and submission compliance
Maintain organized digital files for sales and preconstruction activities
Track RFPs, RFQs, and qualification documents
Coordinate marketing materials and project sheets
Provide executive support to Sales and Preconstruction leadership
Perform other duties as assigned to support overall project and company success