Non-Exempt

Job Title:  Sales Administration and Project Coordinator  

Reports to: Brian Hepfer & Shannon Duvall

Position Overview and Objectives:

Sales Administration and Project Coordinator is a pivotal role that bridges the gap between our sales and production teams, ensuring a seamless transition from client acquisition to project execution. This role is responsible for managing both the initial stages of client engagement and the detailed coordination of project procurement, scheduling, and budget management. The ideal candidate will foster strong relationships with clients, suppliers, and team members while maintaining a focus on efficiency, cost reduction, and high-quality service delivery.

Responsibilities:  

• Act as the primary point of contact for prospective clients, guiding them through the initial discovery process and maintaining communication through sales, estimating, and project initiation

• Collaborate with the General Manager and sales team to ensure accurate and comprehensive work order creation, project scheduling, and client consultations, including color selection and project specifics

• Oversee the administrative aspects of sales and project coordination, including the maintenance of job-tracking, CRM, and estimating software, to ensure accurate and timely information flow

• Negotiate with suppliers and vendors to secure optimal pricing and terms for services and materials, overseeing contracts to ensure adherence to budgetary constraints

• Manage the financial aspects of production projects from budget preparation to expense tracking, ensuring all projects align with financial targets and identifying cost-saving opportunities

• Provide regular updates to clients and team members on project status, schedule adjustments, and any other relevant information, maintaining professional and ethical communication standards

• Assist in the preparation and monitoring of project budgets, tracking team progress, hours, and expenses to ensure efficient and cost-effective project execution

• Develop and implement strategies to streamline sales and production processes, improving efficiency and client satisfaction while maintaining quality standards

Required Knowledge, Experience, Education, and Training:

The skills required for optimal job performance include:

• Strong interpersonal skills with the ability to manage client and supplier relationships effectively

• Proven ability to coordinate multiple projects and sales activities, prioritizing tasks to meet deadlines and financial targets

• Excellent communication skills, both written and verbal, with the ability to adapt messaging to match client needs and project requirements

• A solid understanding of construction, painting concepts, and project management phases

• Self-motivated with a strong work ethic and the ability to creatively problem-solve

Experience & Education required:

• Proficient in Microsoft Office Suite and familiar with CRM software

• Bachelor's degree in Business, Finance, or Project Management; further education in construction management is preferred

• Minimum of 3 years of experience in sales, customer service, office administration, or project coordination within a construction or similar industry