Sales & Project Administrative Coordinator

RF Solutions is seeking an organized, detail-oriented Sales & Project Administrative Coordinator to work in our South Hackensack, New Jersey office.

This is primarily an administrative position. It is not a sales position, Project Manager position, or field position.

The person in this role provides day-to-day administrative support to our Sales, Estimating, Engineering, and Project teams. The position involves keeping information organized, following up on outstanding items, maintaining records, preparing and updating documents, tracking deadlines, and helping information move from the sales process into active projects.

This is a full-time, onsite position in South Hackensack, NJ. Candidates should consider their daily commute before applying.

RF Solutions provides public safety communications, LMR two-way radio, cellular, Wi-Fi, and in-building wireless systems for commercial, healthcare, government, education, industrial, residential, and other facilities.

• An office-based administrative and coordination position
• A position supporting the Sales and Project teams
• A position requiring strong organization and follow-up
• A position involving estimating, proposals, purchase orders, project documents, drawings, customer information, and deadlines
• A position requiring some understanding of how office activities connect to work being performed at customer and construction sites

• A field position

• Maintain customer, sales, and project information
• Enter and update information in the company CRM
• Maintain electronic files and records
• Track outstanding documents and information
• Follow up with internal staff on open items
• Prepare routine reports, status information and project hand-offs
• Assist with scheduling meetings and site surveys
• Maintain customer and vendor contact information
• Help keep Sales, Estimating, Engineering, and Operations organized

The employee does not sell but provides administrative support to the sales process.

• Assist sales staff with preparing proposal documents
• Assemble and organize proposal packages
• Track proposals and follow-up dates
• Make administrative revisions to proposals
• Request missing information from customers
• Track purchase orders and signed proposals
• Maintain proposal and customer files
• Help ensure sales staff have the information they need

The employee does not perform technical estimating or engineering.

• Understand components of a project
• Organize drawings, specifications, and bid documents
• Request pricing from vendors when directed
• Track bid and proposal deadlines
• Maintain pricing documentation
• Assist with RFP and bid paperwork
• Help make sure required documents are collected and organized

Once a project is awarded, the coordinator helps transition the paperwork and information from Sales to the project team.

• Organize purchase orders, proposals, drawings, and customer information
• Confirm all required documents have been received
• Identify and follow up on missing information
• Assist with scheduling site surveys and project-related meetings
• Help communicate routine documentation needs between the office, customers, and project personnel
• Help ensure the Project and Engineering teams receive the information collected during the sales process

We are looking for someone who has administrative or coordination experience combined with exposure to construction, contracting, estimating or field service.

Examples might include someone who has worked in the office of a(n):

• Electrical contractor
• General contractor
• Low-voltage contractor
• HVAC or mechanical contractor
• Fire alarm or life-safety company
• Building…