Sales & Estimating Coordinator

Job Title: Sales and Estimating Assistant

Reports To: EVP Sales / Estimating Director

Department: Sales & Estimating

Location: Doylestown, PA / Fort Washington, PA

Employment Type: Part-Time

Schedule: Monday–Friday, 8:30 a.m. – 3:00 p.m. (25–30 hours per week)

Position Summary

The Sales and Estimating Assistant plays a key role in supporting the company’s business development and estimating functions by assisting the sales and estimating teams, coordinating proposal and bid-related activities, and ensuring effective communication between internal teams, clients, and prospects. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key ResponsibilitiesSales & Estimating Support

• Assist the sales and estimating teams with proposal preparation, bid packages, quotes, and presentations.
• Prepare sales order forms and coordinate project turnover and estimating handoff packages.
• Maintain CRM database with accurate client information, sales activities, bid tracking, and lead status.
• Maintain and coordinate IIR lead generation and bid opportunity platform.
• Coordinate scheduling for sales meetings, estimating reviews, client visits, and industry events.
• Prepare sales and estimating reports and dashboards for management review.
• Coordinate and ensure all client and vendor pre-qualification forms are current and accurate.
• Assist with development and maintenance of sales and estimating SOPs and supporting documentation.
  
  

Estimating Support (with Estimating Director)

• Assist with organizing bid documentation, drawings, specifications, and addenda.
• Support estimating team with bid calendars, deadlines, and submission requirements.
• Track bid activity and outcomes to support estimating workload planning and process improvement.
• Assist with preparation of qualification packages and responses to RFQs/RFPs.
  
  

Administrative & Cross-Functional Duties

• Collaborate with internal departments (engineering, operations, finance) to ensure alignment on proposals, bids, and client deliverables.
• Handle incoming sales and estimating inquiries and route them to the appropriate team member.
• Monitor inventory of proposal and estimating materials and ensure timely reordering or updates.
• Support special projects and initiatives as assigned by leadership.
  
  

QualificationsEducation & Experience

• Bachelor’s degree in Business Administration, Construction Management, Communications, or a related field preferred.
• 2 years of experience in sales support, estimating coordination, or a related role (B2B or construction experience preferred).
  
  

Skills & Competencies

• Strong organizational, prioritization, and time management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite and Adobe Suite (InDesign, Photoshop, Illustrator); familiarity with CRM platforms such as HubSpot preferred.
• Ability to manage multiple deadlines with a high level of accuracy and attention to detail.
• Ability to work independently and collaboratively within a team environment.
  
  

Work Environment

• Office-based role with occasional travel for client meetings or industry events.
• Fast-paced, collaborative work culture with opportunities to expand skills in sales and estimating operations.
  
  

Compensation & Benefits

• Hourly rate: $20–$25 per hour, based on experience.
• Part-time position, 25–30 hours per week.
• Paid time off and company holidays (prorated based on eligibility).