RNC Sales and Estimations Administrative Assistant Job Dallas area,Texas USA,Administrative/Clerical

At Airtron Heating & Air Conditioning, we help homeowners stay comfortable year-round with trusted heating, cooling, and HVAC solutions. For more than 40 years, we've built our reputation by showing up, doing quality work, and treating customers with honesty and respect. We're proud to be the neighbor people can count on—and we're looking for team members who share that same commitment to serving others and doing the job right.

At Airtron, we're looking for people who take pride in their work, care about their teammates, and are committed to delivering an exceptional experience for every customer. If that sounds like you, we'd love to have you on our team.

RNC Sales & Estimation Administrative Role Scope Purpose of Role The Administrative role within the RNC Sales and Estimation department provides centralized support for department data, documentation, communication, tracking, and follow-through. This role helps ensure builder opportunities, bids, estimates, pricing updates, contracts, change orders, and customer-related requests are organized, accurate, current, and completed efficiently across sales, estimating, CED, production, accounting, warranty, and builder-facing teams.

Key Responsibilities

Data, Tracking, and Reporting Maintain accurate records in SMBMWM/AMP and other applicable systems for builders, customers, jobs, contacts, pricing, leads, bids, estimates, EPOs, and change orders. Track inbound requests, open tasks, aging items, incomplete records, approval status, bid activity, estimate turnaround, awarded jobs, lost bids, and required follow-up. Prepare recurring reports that give leadership visibility into workload, status, bottlenecks, process gaps, and unresolved items.

Bids, Estimates, Pricing, and Release Support Compile, organize, and distribute current plans, specifications, scopes of work, builder requirements, alternates, exclusions, clarifications, pricing sheets, and supporting documentation needed for accurate bid and estimate preparation. Coordinate bid revisions, pricing updates, change-order details, and release-ready documentation with sales, estimating, CED, accounting, production, warranty, and leadership as needed. Communicate completed bids, updates, missing information, and required next steps to builders and internal stakeholders, then archive related packages and correspondence in the appropriate files.

Document Control and Builder Administration Receive, organize, name, file, and maintain builder plans, addenda, contracts, COIs, W-9s, compliance items, contact lists, portal records, scheduling platform information, and department documentation. Track revisions, addenda, expirations, contract routing, builder-specific requirements, missing documents, outdated information, and approval requirements. Ensure department files, builder records, pricing documents, bid packages, and platform information are complete, current, accessible, and consistently organized.

Communication, Coordination, and Follow-Up Serve as an administrative communication point between sales, estimating, CED, accounting, production, warranty, builders, customers, and other stakeholders. Coordinate handoffs, route questions to the proper owner, distribute updates, track unresolved issues, and support timely follow-through on builder, customer warranty, service, documentation, pricing, and production-related requests. Escalate missing information, recurring concerns, delays, service trends, unresolved items, or time-sensitive requests to department leadership.

Meeting, Administrative, and Process Support Manage calendars, meeting schedules, agendas, supporting documents, action items, owners, due dates, and follow-up for department coordination, bid review, builder review, and related meetings. Maintain department checklists, procedures, templates, filing standards, builder-specific workflows, portal processes, and recurring administrative requirements. Recommend improvements that reduce duplicate work, missed communication, documentation gaps, delays, and inconsistent practices. Perform other duties as assigned to support department goals and operational needs.

Core

Competencies

Strong organization, follow-up, and prioritization skills
Accurate data entry, reporting, and document management
Clear written and verbal communication
Attention to detail and ability to identify missing information or process gaps
Professional builder, customer, and cross-department coordination
Familiarity with builder portals, scheduling…