Sales Estimator and Administrator

Britespan Building Systems Inc•Wingham, ON

28d•Onsite

About The Position

The Sales Administrator is a multi-functional role supporting the end-to-end lifecycle of direct sales projects, from opportunity and quote development through order execution, change management, invoicing, and close-out. This position serves as a central coordination point between Sales, Estimating, Project Management, Finance, Logistics, and external stakeholders. The role blends elements of sales administration, estimating support, project coordination, financial administration, and business analysis. Accuracy, follow-through, and proactive communication are critical, as this position ensures data integrity, process compliance, and professional customer experience throughout the project lifecycle.

Requirements

Diploma or degree in Business Administration, Office Administration, Accounting, Construction Management, or equivalent experience
Working knowledge of sales administration, estimating support, invoicing, and project coordination
Time Management and Attention to Detail
Ability to learn and apply knowledge and skills quickly
Ability to multitask
Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
Experience with ERP and CRM systems
Experience with CPQ tools and converting outputs into customer-facing proposals
3–5+ years of experience in sales administration, estimating support, project administration, accounting support, or pre-construction coordination
Excellent English Communication Skills (both Oral and Written), internal and external from Britespan

Nice To Haves

Experience in construction, manufacturing, or industrial project environments is a strong asset
Competent in AutoCAD - Asset
Power BI, Smartsheet, SiteDocs, CANTO, or similar platforms – asset
PDF editing tools (Adobe Pro / Foxit) – asset
Experience supporting direct sales teams and project-based work preferred

Responsibilities

Prepare and process quotes for standard/direct-sale buildings in accordance with established parameters
Convert CPQ output into formal, customer-facing quotes and proposal documents
Prepare basic profile drawings and dimensional layouts for inclusion in proposal packages
Review and assist Sales with public bid documentation and issued addendums as required
Develop and maintain an in-depth knowledge of our products, quality standards, and manufacturing processes
Analyze project requirements and specifications
Sketch and design custom profiles using engineering concepts to address challenges and requests from management, Dealers and Customers
Analyze building parameters to provide full turn-key building quotes for our direct sale contracts, which include installation labor, equipment rentals, overhead doors and any other applicable value-add components.
Provide accurate and detailed costing on custom projects
Review and assist Sales with public bid documentation and issued addendums as required
Prepare Bid packages and pitch decks as needed.
Create and maintain project files, including two-page summaries, project revenue tracker and supporting documentation
Support permit application preparation and submission tracking.
Convert approved quotes into internal sales orders and project setup documentation
Coordinate project submittits (drawings, samples, statements of qualifications) to owners, municipalities, and general contractors
Create and issue customer invoices for direct sales, including deposits, progress, delivery, and final invoices
Allocate incoming payments to appropriate projects and assist with accounts receivable follow-up
Review, code, and allocate vendor and subcontractor invoices to the correct projects
Prepare job expense summaries and transfer expense data into project files
Order non-standard or non-BBS materials based on approved material lists
Prepare subcontractor agreements using established templates
Upload and maintain engineering documentation (structural and foundation)
Create and manage SiteDocs locations, forms, and compliance documentation
Support sales and project reporting using ERP, Power BI, and Smartsheet
Perform data mining activities including: Sourcing new contacts from public information, Supporting market research and prospective identification, Compiling industry or regional contact lists (e.g., engineers, consultants)
Other duties as assigned by management