ASM Proposal/Purchasing Assistant

Sylvan Inc; Wyandotte (MI); On-site; USD 38,000 - 52,000; Full time

Job summary

Sylvan Inc. is seeking an organized ASM Proposal/Purchasing Assistant to support the Purchasing & Logistics Manager and ASM Sales Manager. The role is on-site at our Wyandotte, MI office, handling proposal assembly, status updates, and document control for bids and orders.

You will coordinate RFQs, ensure accuracy of pricing and terms, and help maintain file structures and sales-system updates throughout the proposal lifecycle.

Qualifications

• Requires high school diploma; college degree preferred and/or 5 years administrative, purchasing, proposal, or documentation experience.
• Proficient in MS Office with emphasis on Word, Excel, PowerPoint and Outlook.
• Ability to work independently and collaboratively with a team; strong communication skills.

Responsibilities

• Front Office: greet visitors, maintain reception area, manage mail and filing.
• Purchasing & Order Tracking: track orders, match documents, obtain supplier quotes.
• Proposal & Customer Documentation: assemble RFQ details into professional proposals; maintain documentation and update proposal status in the system.

Skills

MS Office

Excel

PowerPoint

Outlook

Communication

Multitasking

Teamwork

Education

High School Diploma

Bachelor's degree preferred

Tools

Word

Excel

PowerPoint

Outlook

Job description

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ASM Proposal/Purchasing Assistant

Sylvan is a premier AI-enabled construction services platform powering North American industries through a wide range of multi-trade capabilities. With expertise spanning data centers, energy, automotive, higher education, government, retail, commercial and industrial sectors, Sylvan provides advanced services from planning to project execution and ongoing service maintenance. By combining intelligent technology, expertise, and a commitment to safety and quality, Sylvan is dedicated to driving success for its clients and partners.

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.

Essential Duties & 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
• Purchasing & 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

• Proposal & 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.

Required Skills & Experience

• 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

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