Sales and Office Administrator

The Sales/Office Administrator supports the Sales team and daily office operations. This role is responsible for order processing, sales documentation, data entry, contract and compliance coordination, and maintaining accurate records across company systems. The position also supports general office needs, customer and vendor interactions, and administrative coordination across departments. This is a full-time, non-exempt position.

KEY RESPONSIBILITIES

Sales & Administrative Support

    Receive, process, and enter sales orders into company systems; track and log sales activity.

    Create and maintain job/project folders and distribute project information to internal teams.

    Coordinate purchase orders, contracts, insurance certificates, bonding, licenses, and compliance documents.

    Prepare and submit prequalification, bid, and registration packages; track submission status.

    Compile, organize, and manage digital documents (PDFs, OCR, bookmarking, formatting, and filing).

    Extract and track key project and sales data in databases and CRM systems.

    Maintain sales tracking, performance metrics, and reusable templates and resources.

    Conduct research to support sales pursuits and business development efforts.

    Manage company portals related to bidding, registrations, and new business opportunities.

Office & Customer Support

    Provide professional customer service to internal teams, customers, and vendors.

    Answer and route incoming calls and inquiries.

    Welcome guests and handle mail, packages, and deliveries.

    Coordinate office events, supplies, and general office upkeep.

    Perform other administrative duties as assigned.

QUALIFICATIONS

Experience

    1 year supporting sales or office administration functions, or

    2 years of administrative experience involving document management and cross-functional coordination.

Education

    High School diploma or GED required; Associate degree is a plus.

Skills & Competencies

    Strong organizational skills and attention to detail.

    Ability to prioritize and manage multiple deadlines in a fast-paced environment.

    Proficiency with Microsoft Office, Adobe Acrobat, and PDF tools; SharePoint, Bluebeam, or Access a plus.

    Strong written and verbal communication skills; Spanish a plus.

    Ability to work independently and collaboratively with professionalism and discretion.

    Basic math and data-entry skills is essential and required.

Other Requirements

    Valid California Driver’s License.

Working Conditions

    Primarily office-based with extensive computer use.

    Occasional extended hours and light lifting (up to 40 lbs).

    Noise levels typically low to moderate.

Benefits

    Medical, Dental, and Vision Insurance

    Retirement Plan (401k / IRA)

    Life Insurance

    Paid Time Off and Holidays

    Family Leave

    Training and Development Opportunities