Sales Administrator

Ackerman Plumbing•Palmetto, FL

3d•Onsite

About The Position

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.

Requirements

3–5 years of experience in sales administration, bid coordination, or business development support
Strong experience with HubSpot or similar CRM platforms
Experience supporting construction, mechanical, or trade services organizations preferred
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.

Responsibilities

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
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
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
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
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
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
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
Commitment to excellence, safety, and customer satisfaction