Sales Administrator

• Competitive Salary commensurate with experience
• Paid Time Off and 9 Paid Holidays
• Comprehensive Health, Vision, and Dental Insurance
• 401(k) Retirement Plan with 4% Company Match
• Access to the Latest Technology and Project Management Tools
• Ongoing Professional Development and Career Advancement Opportunities
• A collaborative, supportive work environment that fosters excellence

• Maintain real-time accuracy of all Service and Construction opportunities in HubSpot
• Ensure proper deal staging, qualification, and documentation
• Track service agreements, recurring revenue opportunities, and project pursuits
• Monitor pursuit status (budget, design-assist, hard bid, negotiated)
• Identify stale opportunities and qualification gaps
• Support margin discipline by ensuring opportunities align with target profiles

• Maintain master bid log and pursuit tracker
• Track bid dates, RFP deadlines, addenda, and submission requirements
• Coordinate internal bid meetings and pursuit strategy sessions
• Assist with proposal assembly and document organization
• Ensure handoff documentation from Preconstruction to Operations is complete
• Track pre-bid qualifications and required documentation

• Serve as HubSpot CRM champion across Sales and Preconstruction teams
• Audit contacts, companies, deal stages, revenue projections, and close dates
• Maintain reporting dashboards including:
  • Pipeline value
  • Qualified pipeline
  • Win rates
  • Bid-hit ratio
  • Margin trends
• Support automation workflows and reporting improvements
• Train team members on CRM standards and usage expectations

• Produce weekly acquisition reporting including:
  • Service pipeline
  • Construction pursuits
  • Booked work
  • Forecasted revenue
  • Margin indicators
• Support quarterly forecasting processes
• Track conversion ratios and sales velocity
• Align reporting with Finance to support EBITDA-focused growth

• Coordinate calendars for the VP of Sales and VP of Preconstruction
• Schedule client meetings, pre-bid meetings, networking events, and internal strategy sessions
• Prepare meeting materials and follow-up documentation
• Track action items from sales and pursuit meetings
• Maintain visibility into key client touchpoints

• Coordinate industry events, sponsorships, and trade associations
• Track participation in organizations such as MCAA, PHCC, Chambers, and other industry groups
• Maintain master networking calendar aligned with business development goals
• Ensure post-event follow-up occurs within 72 hours
• Support client entertainment and relationship-building logistics

• Assist with proposal formatting and submission compliance
• Maintain organized digital files for sales and preconstruction activities
• Track RFPs, RFQs, and qualification documents
• Coordinate marketing materials and project sheets
• Provide executive support to Sales and Preconstruction leadership
• Perform other duties as assigned to support overall project and company success

• Commitment to excellence, safety, and customer satisfaction

• 3–5 years of experience in sales administration, bid coordination, or business development support
• Strong experience with HubSpot or similar CRM platforms
• Experience supporting construction, mechanical, or trade services organizations preferred
• Advanced Excel and reporting skills
• Strong organizational and document control capabilities
• Ability to manage multiple deadlines and priorities
• Professional communication and executive support skills
• Other duties as assigned.

• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• CRM platforms (HubSpot preferred)
• Pipeline reporting and forecasting tools
• Bid tracking and document management systems

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