The EA/Sales Administrator plays a vital support role within the sales and business development team of a design and construction commercial company. This position ensures the smooth and efficient processing of sales activities, client communications, and project coordination. The Sales Administrator acts as a liaison between clients, sales representatives, estimators, and project managers to facilitate the timely and accurate execution of construction projects from initial inquiry through to project delivery.

Executive Administration / Sales Support:

Provide administrative support to the CEO, sales team, including scheduling meetings, preparing presentations, and updating sales documents.

Maintain CRM systems by entering new leads, updating client information, and tracking project status.

Prepare and process quotes, proposals, contracts, and tender documentation in coordination with estimators and project managers.

Follow up with clients on submitted proposals, inquiries, and outstanding documentation.

Monitor deadlines and coordinate responses for bids, tenders, and RFPs (Requests for Proposals).

Client & Internal Coordination:

Serve as a point of contact for clients, consultants, and suppliers for pre-construction inquiries.

Coordinate meetings and communication between sales, design, estimation, and project management teams.

Assist in organizing site visits, client presentations, and post-bid debriefings.

Data Management & Reporting:

Generate weekly and monthly sales reports including pipeline updates, win/loss analysis, and KPI metrics.

Maintain digital and physical filing systems related to sales, contracts, and client communications.

Track project milestones and ensure accurate documentation throughout the sales and early project lifecycle.

Contract & Document Control:

Assist in reviewing commercial terms and contract documentation for completeness.

Ensure all documents related to sales and contracts comply with company policies and procedures.

Liaise with legal and finance departments regarding contract approvals and invoicing processes.

Marketing & Business Development Assistance (Optional, Depending on Company Size):

Support marketing initiatives such as client newsletters, case studies, and promotional materials.

Maintain project portfolio and client references used in sales proposals.