ASM Proposal Assistant

Position Overview

Sylvan, Inc. is a market-leading, trusted automotive service contractor to Fortune 500 companies.

We're looking for an organized, detail-driven assistant to support both our Purchasing & Logistics Manager and ASM Sales Manager. On the proposal side you'll be the person who turns a sales rep's input into a polished, accurate proposal. On the purchasing side you will provide status updates behind every order. This is a fully on-site position based in our Wyandotte MI office.

Job Responsibilities

The list below is meant to be a guide and not all inclusive of the daily responsibilities.

Front Office –

• Greeting customers and visitors; direct them appropriately and keep the reception area presentable
• Maintain office supplies inventory; monitor usage and place replenishment orders on a monthly basis.
• Handle incoming and outgoing mail, packages, and general office filing

Proposal and Customer Documentation –

• Receive RFQ details from sales reps — scope, pricing, terms, timelines — and assemble them into a complete, professional proposal.
• Review proposals for accuracy, completeness, and internal consistency before they leave the office; flag gaps or ambiguities back to the sales rep.
• Send finalized proposals to customers on agreed timelines and confirm delivery.
• Own the supporting documentation for each proposal — pricing sheets, spec attachments, term sheets, revisions, and signatures.
• Maintain the file structure for active and closed proposals so any document can be retrieved quickly.
• Update the sales system to reflect proposal status at each stage — drafted, sent, under review, revised, accepted, or declined.

Purchasing and Order Tracking –

• Track purchase orders and follow each order through to receipt.
• Match purchase orders, packing slips, and invoices; investigate and route discrepancies to accounting.
• Request and compare supplier quotes and availability

Qualifications and Competencies

• High school diploma is required, college degree preferred and or 5 years of administrative, purchasing, proposal, or documentation experience
• Intermediate to advanced MS Office skills with emphasis on Word, Excel, Power Point and Outlook. Position will have a high workflow with emphasis on Excel-based documents within the organization.
• Ability to work independently and collaboratively with a team.
• Demonstrate ability to communicate verbally, effectively, and professionally and in writing ensuring tact and diplomacy.
• Ability to multi-task and handle a variety of responsibilities while maintaining strong attention to detail.
• Must be able to work well under pressure to meet deadlines.
• Must be self sufficient with the ability to identify priorities based off overall workload.