Sales Administrative Assistant
3 weeks ago
Title: Sales Administrative Assistant to Business Development
FLSA: Exempt Reports To: Business Development Officer
Working Hour:
- 6:30 PM to 3:00 AM
This is a general job description of a position at Integrity National Corporation (INC). The following summary is intended to describe the general nature and level of work performed. The statements below are not intended to be an exhaustive list of responsibilities, knowledge, skills, and abilities for this position.
SUMMARY: The Sales Administrative Assistant is responsible for supporting the Business Development team with opportunity research, proposal progress monitoring, and administrative tasks. This position requires a highly organized, detail-oriented, and excellent communication skills.
DUTIES & RESPONSIBILITIES:
**Responsibilities**:
- Conduct research on federal, commercial, county, public, and state websites to identify new janitorial/custodial service opportunities.
- Forward potential opportunities to the Business Development team for review and decision-making.
- Update Capsule CRM and solicitation released tracing sheet with new opportunities.
- Monitor websites of proposals in progress daily to check for amendments and updates.
- Update critical dates, such as site visits, questions due, submission due, and send calendar invites to the team.
- Register for site visits as necessary.
- Check websites daily for updates on proposal award status.
- Contact proposal submitted point of contact to obtain award status information.
- Research cities and counties daily for active janitorial contracts expiring in the next few months.
- Update the Active County Contract list with the new contracts and populate Capsule CRM.
- Send a weekly Opportunities by Milestone list to the opportunity owners and update the opportunities color-coded by them throughout the week.
- Provide updates to the opportunity owners by Thursday of each week.
- Check Capsule CRM daily to update the close date for other opportunities.
- Request FOIAs based on the contract information required when instructed by Opportunity owners and set a reminder to follow up on the request after 20 days.
- Register/fill out online forms to obtain certification required for the company to be compliant with opportunity requirements.
- Register for various supplier portals provided by the opportunity owners to obtain janitorial opportunities.
- Complete other administrative tasks as necessary.
MAJOR GOALS:
- To manage INC’s Project effectively and to develop new goals and objectives within the realm of our business.
- To achieve required margin levels
- To deliver the product or service to meet or exceed our customers’ needs, expectations and standards.
- To develop personnel and strive to ensure their success.
KEY RESULTS AREAS:
- New Business Growth: Achieve the annual sales goals.
- Financial Growth: Achieve our net profit projections within the calendar year.
- Customer Retention: Maintain 100% of the Clients We Want and are Eligible to Keep within the area of responsibility.
- Human Capital: Attract, train, and retain a high performing supervisory and hourly team, and maintain the corporate operations support and field management team’s unplanned turnover rate at 10% or less. ORGANIZATIONAL RELATIONSHIPS: The Sales Administrative Assistant is supervised by the Business Development Officer for assignment, guidance, evaluation, and problem solving.
MINIMUM JOB REQUIREMENTS:
Education/Experience
- Education: A bachelor's degree in business administration, marketing or a related field is preferred.
- Experience: A minimum of 2 years of experience in sales or administrative assistant roles is required. Prior experience in government contracting or janitorial/custodial services is a plus.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED: Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) is required. Experience with customer relationship management (CRM) software is preferred.
- Communication Skills: Excellent verbal and written communication skills are required to effectively communicate with team members, opportunity owners, and point of contacts.
- Organizational Skills: Strong organizational skills are essential to manage multiple tasks and priorities simultaneously.
- Attention to Detail: The ability to pay close attention to details, maintain accurate records, and follow processes and procedures is critical.
- Adaptability: The ability to work in a fast-paced environment, adapt to changes, and work independently with mínimal supervision is required.
- Problem-Solving Skills: The ability to analyze information, identify problems, and develop solutions to resolve them is essential.
- Customer Service Skills: The ability to provide excellent customer service and build strong relationships with customers and partners is required. Competencies To perform the job successfully, an individual will demonstrate the following competencies:
- Problem
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