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.