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.
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Provide administrative support to the Project Sales team, including preparing quotes, proposals, contracts, and project documentation.
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Assist Project Sales Representatives with customer follow-up, scheduling, and project coordination.
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Answer customer inquiries via phone, email, and in person, directing requests to the appropriate team members when necessary.
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Enter and maintain accurate customer, quote, order, and project information within company systems.
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Coordinate communication between customers, vendors, sales staff, purchasing, delivery, and accounting departments.
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Track project timelines, outstanding quotes, special orders, and customer requests to ensure timely follow-up.
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Assist with preparing project estimates, bid packages, and supporting documentation.
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Monitor order status and communicate updates regarding deliveries, lead times, and product availability.
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Maintain organized project files and customer records.
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Generate reports and assist with tracking sales activity and project progress.
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Support inventory inquiries and special-order coordination.
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Assist with vendor communications and documentation requests.
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Maintain confidentiality of customer, pricing, and company information.
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Perform other administrative duties as assigned.
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High school diploma or equivalent.
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Strong organizational, multitasking, and time-management skills.
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Excellent verbal and written communication skills.
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Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
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Strong attention to detail and accuracy.
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Ability to work independently while supporting a collaborative team environment.
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Previous administrative, project coordination, sales support, customer service, or office experience.
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Knowledge of building materials, lumber, millwork, windows, doors, roofing, siding, or other construction-related products.
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Experience working with contractors, builders, and construction professionals.
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Familiarity with ERP, POS, estimating, or inventory management systems.
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Understanding of project-based sales and construction timelines.
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Customer Service
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Communication Skills
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Organization and Planning
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Attention to Detail
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Problem Solving
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Teamwork
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Follow-Through and Accountability
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Time Management
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Ability to sit, stand, and move throughout the office and sales floor as needed.
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Ability to occasionally lift up to 25 pounds.
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Ability to operate standard office equipment, including computers, telephones, printers, and copiers.
