Sales Administrator

Job Description

Job Description

Description:

The Sales Administrator serves as the operational backbone of the Commercial Roofing Sales Department by providing administrative, technical, and process support that enables the sales team to operate efficiently and deliver an exceptional customer experience.

This position is responsible for coordinating bid activities, maintaining CRM accuracy, managing sales documentation, supporting proposal development, and facilitating communication between Sales, Estimating, Operations, Service, Accounting, and customers. The Sales Administrator ensures that opportunities progress efficiently from initial lead through project turnover while maintaining accurate records and consistent sales processes.

Success in this role requires exceptional organization, attention to detail, initiative, and the ability to manage multiple priorities in a fast-paced commercial construction environment.

Essential Responsibilities

Sales Operations & Customer Relationship Management (CRM)
• Maintain accurate customer, contact, opportunity, and project information within the CRM and other company systems.
• Create and maintain sales opportunities, activities, and project records.
• Monitor sales activities and assist with follow-up reminders.
• Maintain standardized sales processes and documentation.
• Assist with account planning documentation and quarterly business reviews.
• Upload plans, specifications, contracts, correspondence, project documentation, and maintain electronic customer files.
• Conduct periodic data audits.
• Maintain sales templates and branded documents.

Bid Coordination
• Maintain the department bid calendar and monitor all bid deadlines.
• Coordinate bid schedules with Account Managers and Estimators.
• Assemble complete bid packages.
• Verify all required documentation is included prior to submission.
• Coordinate signatures, bid bonds, and required forms.
• Submit bids through electronic portals, email, or physical delivery.
• Maintain bid logs and track bid results.

Proposal & Customer Documentation
• Prepare proposals, qualification packages, presentations, and customer documents.
• Maintain W-9s, COIs, bonding information, EMR, safety statistics, manufacturer certifications, and licensing.
• Complete contractor prequalification packages.
• Respond to customer qualification requests.

Contract Administration Support
• Assist with contract routing and document management.
• Track executed contracts and purchase orders.
• Coordinate project turnover documentation.
• Organize project files for Operations.

Internal Coordination
• Coordinate communication between Sales, Estimating, Operations, Service, Accounting, and Executive Leadership.
• Schedule meetings and support special projects.

Qualifications

Required:
• High school diploma or equivalent
• Minimum three years of administrative or sales support experience
• Excellent Microsoft Office skills
• Strong organizational and communication skills

Preferred:
• Associate or bachelor's degree
• Commercial construction or roofing experience
• CRM and ERP experience
• Familiarity with public and private bid processes

Knowledge, Skills & Abilities

• Exceptional attention to detail
• Initiative and ownership
• Customer-focused mindset
• Ability to prioritize competing deadlines
• Strong proofreading and problem-solving skills
• Continuous improvement mindset

Technology

Microsoft Office 365, Outlook, Excel, Word, Adobe Acrobat, Centerpoint Connect, Sage, BuildingConnected, SmartBid, electronic signature platforms, SharePoint, Microsoft Teams.

Reporting Structure

Reports to the Director of Business Development & Sales. This is an office-based position within a commercial roofing, waterproofing and sheet metal company.

Works closely with Account Managers, Estimators, Service, Operations, Accounting, and Executive Leadership.

Why This Role Matters

The Sales Administrator is essential to the success of the Commercial Roofing Sales Department. By managing the operational side of the sales process, this role allows Account Managers and Estimators to focus on building customer relationships, developing opportunities, and winning work while ensuring bids, documentation, and customer communications are accurate, timely, and professional.