Project Sales Administrative Assistant

Position Summary

The Project Sales Administrative Assistant provides administrative and customer support to the Project Sales team, helping ensure projects move efficiently from quote to completion. This position serves as a key point of coordination between sales staff, customers, vendors, and internal departments. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced building supply environment.

Experience in the building materials, lumber, construction, or home improvement industry is preferred.

Essential Duties and Responsibilities

• Provide administrative support to the Project Sales team, including preparing quotes, proposals, contracts, and project documentation.
• Assist Project Sales Representatives with customer follow-up, scheduling, and project coordination.
• Answer customer inquiries via phone, email, and in person, directing requests to the appropriate team members when necessary.
• Enter and maintain accurate customer, quote, order, and project information within company systems.
• Coordinate communication between customers, vendors, sales staff, purchasing, delivery, and accounting departments.
• Track project timelines, outstanding quotes, special orders, and customer requests to ensure timely follow-up.
• Assist with preparing project estimates, bid packages, and supporting documentation.
• Monitor order status and communicate updates regarding deliveries, lead times, and product availability.
• Maintain organized project files and customer records.
• Generate reports and assist with tracking sales activity and project progress.
• Support inventory inquiries and special-order coordination.
• Assist with vendor communications and documentation requests.
• Maintain confidentiality of customer, pricing, and company information.
• Perform other administrative duties as assigned.

Qualifications

Required

• High school diploma or equivalent.
• Strong organizational, multitasking, and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Strong attention to detail and accuracy.
• Ability to work independently while supporting a collaborative team environment.

Preferred

• Previous administrative, project coordination, sales support, customer service, or office experience.
• Knowledge of building materials, lumber, millwork, windows, doors, roofing, siding, or other construction-related products.
• Experience working with contractors, builders, and construction professionals.
• Familiarity with ERP, POS, estimating, or inventory management systems.
• Understanding of project-based sales and construction timelines.

Key Competencies

• Customer Service
• Communication Skills
• Organization and Planning
• Attention to Detail
• Problem Solving
• Teamwork
• Follow-Through and Accountability
• Time Management

Physical Requirements

• Ability to sit, stand, and move throughout the office and sales floor as needed.
• Ability to occasionally lift up to 25 pounds.
• Ability to operate standard office equipment, including computers, telephones, printers, and copiers.