Sales and Office Administrator

Summary

The Sales/Office Admin is responsible for supporting the sales teams with their business functions and the general office needs. Sales functional duties include receiving order requests and processing orders, data entry of orders into company systems, dissemination of order/project information into project filing systems, coordination of orders with internal teams, facilitating PO / contract administration, logging and tracking sales performance data, databases updates, document management, digital file management, conducting research, coordinating information and forms for company’s project pursuits with sales team, and documenting essential information that supports our sales functions. General office functional duties include welcoming guests, receiving parcels and packages, retrieving mail, coordinating office events, coordinate resupplies for office, maintaining cleanliness of breakroom, and other general office needs as assigned. This is a full-time, non-exempt position.

Job will require engagements with customers and vendors. Must provide quality customer service, internally and externally to the company, and service incoming customer/sales/vendor calls and other related calls. Coordinate with other departments as necessary to carry out work; refer difficult matters to supervisor or manager. Organize and follow up on all tasks assigned. Use and maintain information and data within software systems for pursuit engagements, tracking of opportunities, sales and booking information, and customer accounts as necessary. Coordinate company licensing, insurance certificates, bonding (as required), compliance forms, bid forms, pre-qualification packages, and other elements which facilitate commercial business. Develop and maintain resource information on marketing material, literature, standards, processes and procedures, products, customers, vendors, subcontractors, government requirements, etc. in support of Sales Department functions.

Essential Functions And Responsibilities

• Responsible for ensuring efficient office operations by managing supplies, maintenance, vendor relationships, and administrative support while enhancing workplace productivity and comfort, supporting employee onboarding, managing office communications; and acting as the central point of contact for packages, and building services.
• Order Entry Processing: Receive order instruments and order requests. Process orders into company software systems. Track and Log sales transactions. Create Job/Project Folders. Disseminate new project or change order information to designated project teams. Ensure accounting compliance is maintained and adhered to.
• Process and Coordinate Submission Packages, including the collecting of information, application forms, and registration data and the assembling of such information into a tabulated Submittal Packet. This involves the creation of Cover Transmittal Letters, Table of Contents, and electronic PDF books (fully bookmarked). Preparing and submitting prequalification documents and tracking prequalification status with public agencies, private organizations, consultants, contractors, and customer-base, as needed.
• Contract Administration: Coordinate the processing of Purchase Order/Contract documents, including proper filing (physical and digital), filling in document form information, logging/ tracking, conduct preliminary review, acquiring acknowledgements/ signatures, acquiring/ processing insurance certificates and other required documentation, filing into project folders, and coordinating with customer needs.
• Compile and process documents for easy consumption by team members and other departments, including optical character recognition (OCR) of plans, specifications, and other documents, highlighting information using color codes, bookmark information, extract pages/sections, and remove non-pertinent information, as needed.
• Reading and understanding client-provided documentation, including but not limited to Customer Purchase Orders and Contract Agreements for coordination of tasks, project pursuit documents, and business compliance documents.
• Understanding urgency, deadlines, and setting priorities for assigned tasks. Ensuring timely and accurate communication and delivery of tasks.
• Assimilate/extract pertinent project information from documents for data tracking into databases and for coordination purposes.
• Researching and gathering information needed for sales and to support our business commercial needs.
• Soliciting management reviews and approvals as needed.
• Tracking Departmental Results and Performance Metrics. Enter sales tracking and sales pursuit data into company databases and other software systems.
• Maintaining, augmenting, and improving library of reusable content and information components, templates, and processes to reduce response time and improve quality on future deliverables.
• Coordinate the processing of business registrations, filings, and licenses, as needed.
• Manage company business portals necessary for generating new business and for bidding purposes.
• Other related tasks as assigned.

REQUIREMENTS

Minimum Experience

• Minimum 1 year experience in supporting sales administration functions or
• 2 years of administrative support in an office environment involving digital documentation management, compliance tracking, and cross-function collaboration.
  
  

Degree Required

• High School diploma or GED equivalent; Associate Degree (Business Administration or similar AA/AS) preferred.
  
  

Other: Valid CA Driver’s License

Experience Required

Business

• Possesses aptitude for office administration and business administration.
• Ability to work independently and collaboratively with a positive demeanor.
• Ability to perform well in high volume/fast paced environment.
• High level of organizational skills and proven attention to detail.
• Ability to coordinate and prioritize multiple projects to meet customer deadlines.
• Strong proficiency with computer use.
• Proficient with Microsoft Office (Word, Excel, Outlook), Adobe Acrobat, and PDF manipulation required. Experience with Sharepoint, MS Access, and Bluebeam is a plus.
• Mathematical skills; whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percentages. Ability to draw/generate and interpret graphs is a plus.
• Knowledge of office procedures, practices and equipment; scanning, faxing, typing, copying, and file conversions.
• Strong grammar, writing, formatting, and editing skills, along with proficient notetaking abilities.
  
  

Interpersonal

• Excellent people skills, with the ability to work well with others. Team-oriented.
• Engages with tact and diplomacy.
• Critical thinking skills with a proven ability to exercise initiative, judgment, and discretion.
• Excellent English verbal and written communication skills. Spanish a plus.
• Ability to thrive in a high-paced and at times stressful environment.
• Ability to continuously learn and become progressively proficient with duties, along with proper application of duties.
  
  

WORKING CONDITIONS

• General work environment – sitting for long periods, standing, walking, typing, carrying, pushing, bending. Work is primarily conducted indoors with varying environmental conditions such as fluorescent lighting and air conditioning. Occasional visits to outdoor locations.
• Noise level is typically low to medium (higher noise levels if traveling to a jobsite).
• Ability to perform extensive computer work and work extended hours when necessary.
• Occasional lifting of not to exceed 40 lbs.