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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