Sales & Project Administrative Coordinator

Position Summary

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.

Because RF Solutions works on commercial construction projects, the ideal candidate must have some previous exposure to construction, contracting, field service, or project-based work. The candidate does not need to manage construction projects or have technical RF experience but should understand that work performed in the office supports people and projects taking place in the field.

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

About RF Solutions

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.

What This Position Is – and Is Not

This IS:

  • 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

This is NOT:

  • A salesperson position
  • A Project Manager position
  • An estimator position
  • An engineering position
  • A field position

Primary Responsibilities

Administrative & Department Support

  • 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

Sales Support

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

Estimating & Bid Administrative Support

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

Project Administrative Support

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
  • Maintain electronic project files
  • 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

The Background We’re Looking For

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
  • Telecommunications contractor
  • Building systems company
  • Construction subcontractor
  • Field service organization
  • Engineering or technical contracting company

The employee will manage the administrative part of the projects.  They should understand basic concepts such as:

  • All the components of a project are complete before handing off to operations
  • Projects have schedules and deadlines
  • Drawings, specifications and insurance certificates are important project documents
  • Purchase orders and signed proposals authorize work
  • Vendors and subcontractors may need to provide pricing or information
  • Site surveys may be required before work begins
  • Information needs to move accurately and timely from Sales to the people responsible for completing the work

Required Qualifications

  • Minimum 5 years of administrative, sales support, estimating, project support, or coordination experience in construction, contracting or field service
  • Strong administrative and organizational skills
  • Comfortable working with documents, spreadsheets, customer records, and electronic files
  • Strong follow-up skills, attention to detail and proactive
  • Good written and verbal communication skills
  • Comfortable communicating with customers, vendors, salespeople, and project personnel
  • Ability to manage multiple priorities and deadlines
  • Comfortable working with basic pricing and numerical information
  • Ability to learn new software and processes

Software Skills

Working knowledge of: ▪Microsoft Excel ▪Microsoft Word ▪Microsoft Outlook ▪Microsoft Teams

Helpful but not required: ▪SharePoint ▪Pipedrive or another CRM ▪PandaDoc ▪Buildertrend

Who May Be a Good Fit

This position may be a good fit for someone currently working as a:

  • Construction Administrative Assistant
  • Project Administrative Assistant in contracting office
  • Project Coordinator
  • Project Estimator in contracting office
  • Sales Support Coordinator in construction or related field
  • Office Coordinator for a contractor
  • Project Support Specialist
  • Administrative Coordinator for a construction or field-service company 

Candidates whose experience is primarily Project Management without a significant administrative component may find this position too administrative.

Likewise, candidates with general office experience but no exposure to construction, estimating, contracting, field service, or project-based work may not have the background needed for this position.

Work Location

South Hackensack, New Jersey

This is a full-time, onsite position and is not remote or hybrid. Candidates should consider the distance and daily commute to South Hackensack before applying.

Compensation and Benefits

Salary Range: $65,000–$95,000 annually, depending on relevant experience, skills, and qualifications.

RF Solutions offers a comprehensive benefits package, including health insurance, paid time off, a 401(k) plan, and company-provided equipment.

Applicants must be legally authorized to work in the United States on a full-time basis.

Please send your resume to mkabas@rf-solutions.com.

This job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned, as business needs evolve.

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