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About the Role

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.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Requirements

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

Skills

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Organizational skills
• Time management skills
• Written communication skills
• Verbal communication skills
• Attention to detail
• Accuracy
• Customer service skills
• Interpersonal skills
• Independent work
• Team collaboration
• Confidentiality
• Sound judgment
• Problem-solving skills
• Proactive approach

Experience Level

• Minimum of 2 years of administrative support experience

Education Level

• Associate's degree preferred