Administrative Assistant

Administrative Assistant

Position Summary

The Sales Assistant provides high-level administrative and operational support to the Sales Team, ensuring the sales process runs efficiently from proposal through project completion. This role serves as a key liaison between Sales, Operations, Accounting, and our clients by preparing proposals, coordinating project documentation, tracking sales activity, and maintaining accurate records. The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

Sales Administration

• Prepare professional client proposals based on estimates provided by the Sales Team for contract, cash, and project work.
• Prepare bid packages and proposal presentations for large projects and competitive bids.
• Develop presentation materials for both prospective and awarded projects.
• Review proposals for accuracy, completeness, and compliance with company standards.
• Maintain organized electronic and hard-copy proposal files.

Client Communication

• Serve as a primary administrative point of contact for clients regarding proposals and project documentation.
• Follow up with clients regarding outstanding proposals, requested revisions, and contract documentation.
• Coordinate communication between the Sales Team, Operations, Accounting, and clients to ensure a seamless transition from awarded work to project execution.

Sales Tracking & Reporting

• Maintain accurate records of proposed, pending, and awarded work.
• Track proposal status and assist the Sales Team with follow-up activities.
• Prepare and distribute weekly, monthly, quarterly, and annual sales reports.
• Track daily cash work completed and billed.

Contract & Project Administration

• Review new and existing customer contracts for completeness.
• Manage Certificates of Insurance (COIs), Master Service Agreements (MSAs), Purchase Orders, and other required project documentation.
• Coordinate administrative requirements for awarded projects prior to project commencement.
• Ensure all required documentation is received before work begins.

Financial & Administrative Support

• Prepare customer credit memos and maintain the company Credit Memo Log.
• Update, Coordinate and distribute the weekly Accounts Receivable Aging Log to the Sales Team.
• Prepare monthly expense reports for members of the Sales Team.

Meetings & Collaboration

• Attend and actively participate in weekly Sales, Administrative, and Accounts Receivable meetings.
• Work collaboratively with Operations, Accounting, and Administrative staff to support company objectives.
• Assist with special projects and other administrative duties as assigned.

Qualifications

Education & Experience

• Associate's degree preferred; equivalent work experience will be considered.
• Minimum of 2 years of administrative support experience, preferably supporting a sales or customer service team.
• Experience in construction, facility services, maintenance, or a project-based environment is a plus.

Skills & Competencies

• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Strong organizational and time management skills with the ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• Exceptional attention to detail and accuracy.
• Strong customer service and interpersonal skills.
• Ability to work independently while collaborating effectively within a team.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong problem-solving skills and a proactive approach to identifying solutions.

Physical Requirements

• Prolonged periods of sitting and working on a computer.
• Occasionally lift and carry office materials up to 20 pounds.

Success in This Role

A successful Sales Assistant is organized, dependable, and proactive. They anticipate the needs of the Sales Team, communicate effectively with clients and internal departments, maintain accurate documentation, and ensure projects move smoothly from proposal through completion while delivering exceptional customer service.