Estimating and Sales Assistant

Position Summary

We are seeking a detail-oriented and organized Estimating and Sales Assistant to join our team. This role involves preparing accurate cost estimates for projects, assisting in bid proposals, and providing administrative support to ensure smooth operations within the Sales Department. The ideal candidate should have strong math and analytical skills, excellent communication, and proficiency in administrative tasks. The Assistant will handle information requests, assist with sales inquiries and perform clerical functions such as preparing correspondence and data entry.

Key Responsibilities & Duties

Estimating:
Estimates the costs of a project or service by analyzing data to determine how much time, money, labor, and materials are required.
Prepare and review estimates, ensuring accuracy in labor, materials, and other cost factors.
Work with vendors and suppliers to obtain pricing and ensure cost competitiveness.
Research the cost of materials, labor, equipment, etc
Assist in preparing bid proposals, RFQs, and RFPs.
Track and update cost databases for future project estimates.
Collaborate with project managers, engineers, and other departments to refine estimates and budgets.
CRM Maintenance and housekeeping
Generates sales estimates and purchase orders as appropriate
Find ways to reduce costs
Create reports about expenses for the project
Maintain records of estimated and actual costs

General Administrative and Clerical:
Provide general administrative support, including data entry, document management, and report preparation.
Assist with scheduling meetings, managing correspondence, and coordinating with internal teams.
Maintain records of project estimates, contracts, and financial documents.
Ensure compliance with company policies, industry standards, and regulatory requirements.
Assist in preparing presentations and reports for management.
Support procurement and invoice processing as needed.
File and retrieve corporate documents, records, and reports.
Prepares reports, memos, letters, and other documents, using word processing, spreadsheet, database, or presentation software.

Communication:
Communicate and interact with management, employees, customers, vendors, and partners via phone and email.
Use computers to enter, access or retrieve data
Write business correspondence
Answer customer inquiries or notify relevant staff to assist with more details.
Prepare responses to correspondence containing routine inquiries.
Conduct research, compile data, and prepare information for consideration by the Sales Team

Organization:
Organize, plan, and prioritize work for self and others
Document/record information in company systems
Update project management system with updates and information including current status, next steps, recent notes, etc.

Coordination and Support:
Schedule meetings, appointments, and teleconferences
Coordinate the work and activities of the Sales Team
Coordinate staff or activities in clerical support setting
Oversee execution of organizational or program policies
Prepare agendas for Sales Meetings
Provide clerical support to other departments.

Skills & Experience

Qualifications and Experience:
High School Diploma or equivalent required.
Post-secondary education preferred (Business Administration, Construction Management, Finance, or a related field).
Proven experience in estimating, cost analysis, or administrative support roles.
2-5 years experience in a similar role/industry required

Required Skills:
Intermediate G-Suite skills (Google Sheets, Docs, Gmail, Google Drive)
Experience with Adobe Acrobat
Excellent verbal and written communication skills
Excellent analytical, computational and mathematical abilities
Exceptional attention to detail and accuracy, Process-minded
High level of integrity and trustworthiness
Expert project management and organizational skills
Able to multitask, prioritize, work under pressure and meet deadlines
Excellent data entry skills
Experience working in the Zoho Office Suite and ---------- (preferred)