ASM Proposal Assistant

Sylvan, Inc.; Dearborn (MI); On-site; USD 36,000 - 48,000; Full time

Job summary

Sylvan, Inc. is seeking an organized assistant to support the Purchasing & Logistics Manager and ASM Sales Manager. This on-site role in Wyandotte, MI turns a sales rep inputs into polished proposals and tracks orders with status updates.

Responsibilities include front-office support, proposal documentation, and supplier quote comparison. Requires a high school diploma and MS Office proficiency, with 5 years’ related experience preferred.

Qualifications

• High school diploma required; college degree preferred or 5 years of administrative, purchasing, proposal, or documentation experience.
• Intermediate to advanced MS Office skills with emphasis on Word, Excel, PowerPoint and Outlook.
• Ability to work independently and with a team; strong communication, multitasking, and detail orientation.

Responsibilities

• Front Office: Greet customers and visitors; maintain reception area; manage mail and general filing.
• Proposal and Customer Documentation: Compile RFQ details into complete proposals; ensure accuracy and timely delivery; own pricing sheets, term sheets, and attachments.
• Purchasing and Order Tracking: Track purchase orders through receipt; match POs with invoices; obtain and compare supplier quotes.

Skills

Attention to detail

Organizational skills

Team collaboration

Education

High School Diploma

College degree preferred

Tools

MS Office (Word, Excel, PowerPoint, Outlook)

Job description

Sylvan, Inc. is a market-leading, trusted automotive service contractor to Fortune 500 companies.

We're looking for an organized, detail-driven assistant to support both our Purchasing & Logistics Manager and ASM Sales Manager. On the proposal side you'll be the person who turns a sales rep's input into a polished, accurate proposal. On the purchasing side you will provide status updates behind every order. This is a fully on-site position based in our Wyandotte MI office.

Job Responsibilities

The list below is meant to be a guide and not all inclusive of the daily responsibilities.

Front Office –

• Greeting customers and visitors; direct them appropriately and keep the reception area presentable
• Maintain office supplies inventory; monitor usage and place replenishment orders on a monthly basis.
• Handle incoming and outgoing mail, packages, and general office filing

Proposal and Customer Documentation –

• Receive RFQ details from sales reps — scope, pricing, terms, timelines — and assemble them into a complete, professional proposal.
• Review proposals for accuracy, completeness, and internal consistency before they leave the office; flag gaps or ambiguities back to the sales rep.
• Send finalized proposals to customers on agreed timelines and confirm delivery.
• Own the supporting documentation for each proposal — pricing sheets, spec attachments, term sheets, revisions, and signatures.
• Maintain the file structure for active and closed proposals so any document can be retrieved quickly.
• Update the sales system to reflect proposal status at each stage — drafted, sent, under review, revised, accepted, or declined.

Purchasing and Order Tracking –

• Track purchase orders and follow each order through to receipt.
• Match purchase orders, packing slips, and invoices; investigate and route discrepancies to accounting.
• Request and compare supplier quotes and availability

Qualifications and Competencies

• High school diploma is required, college degree preferred and or 5 years of administrative, purchasing, proposal, or documentation experience
• Intermediate to advanced MS Office skills with emphasis on Word, Excel, Power Point and Outlook. Position will have a high workflow with emphasis on Excel-based documents within the organization.
• Ability to work independently and collaboratively with a team.
• Demonstrate ability to communicate verbally, effectively, and professionally and in writing ensuring tact and diplomacy.
• Ability to multi-task and handle a variety of responsibilities while maintaining strong attention to detail.
• Must be able to work well under pressure to meet deadlines.
• Must be self sufficient with the ability to identify priorities based off overall workload.