Commercial Sales and Project Coordinator

RF Solutions; Hackensack, Northern (NJ, KY); Hybrid; USD 50,000 - 80,000; Full time

Benefits offered by this job

Health insurance

Paid time off

401(k) plan

Company-provided equipment

Job summary

RF Solutions is seeking a Commercial Sales and Project Coordinator to support our sales, estimating, and project teams. The role helps keep proposals, customer information, bid documents, project paperwork, and sales opportunities organized and moving forward, coordinating across Sales, Estimating, Engineering, and Operations.

Ideal candidates will have 2+ years in commercial construction or related contractor environments, strong organizational skills, and comfort handling multiple projects,

Qualifications

• Minimum 2 years of experience in commercial construction or a construction-related contractor environment.
• Familiarity with commercial construction terminology and processes.
• Experience with proposals, bids, project documents, purchase orders, drawings, or similar construction documentation.
• Strong organizational skills and attention to detail.
• Good written and verbal communication skills.
• Ability to manage multiple deadlines and priorities.
• Comfortable following up with customers, vendors, and coworkers.
• Ability to learn new software and internal processes.
• Collaborates effectively with Sales, Estimating, Engineering, and Operations.

Responsibilities

• Maintain accurate customer and opportunity information in the CRM.
• Enter and update sales opportunities.
• Track follow-up dates and open items.
• Maintain customer contact information.
• Assist with basic sales reports.
• Help prepare information for sales meetings.
• Follow up internally on outstanding information needed by the sales team.
• Assist with preparation of customer proposals.
• Assemble proposal and bid packages.
• Track proposal due dates and submission requirements.
• Maintain proposal files and supporting documents.
• Assist with RFP and bid submissions.
• Confirm required documents are included before submission.
• Organize drawings, specifications, and bid documents for estimating.
• Request pricing from vendors and suppliers.
• Help collect subcontractor information when needed.
• Track estimating and bid deadlines.
• Maintain pricing and estimating documentation.
• Assist estimators and sales staff with administrative portions of the estimating process.
• This is an estimating support position and does not require independent RF engineering or system design.
• Schedule customer meetings and site surveys.
• Request missing drawings, specifications, and other customer documents.
• Assist with obtaining purchase orders and signed proposals.
• Maintain organized customer and project files.
• Communicate routine project and documentation updates to customers.
• Help ensure required information is available to the appropriate internal teams.
• After project award: confirm PO receipt, organize documents, identify missing information, transfer project from Sales to Engineering and Operations, maintain electronic project files, ensure teams have information to begin.

Skills

Strong organizational skills

Written and verbal communication

Attention to detail

Multitasking

Customer coordination

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft Teams

Job description

Commercial Sales and Project Coordinator

Position Summary

RF Solutions is seeking an organized and dependable Commercial Sales and Project Coordinator to support our sales, estimating, and project teams.

This position helps keep proposals, customer information, bid documents, project paperwork, and sales opportunities organized and moving forward. The Coordinator will work with Sales, Estimating, Engineering, and Operations to make sure information is complete, deadlines are tracked, and projects are properly handed off after an award.

Previous experience working in commercial construction or a construction‑related industry is required. Candidates should be familiar with the general construction process and comfortable working with proposals, drawings, purchase orders, project documents, deadlines, and multiple projects at the same time.

Experience with RF systems, DAS, ERRCS, or public safety communications is not required. Training on RF Solutions’ products, services, and internal processes will be provided.

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 throughout the Mid‑Atlantic region.

Required Construction Experience

Candidates must have previous experience working in commercial construction or a construction‑related contractor environment.

Relevant backgrounds may include:

• Commercial construction
• General contracting
• Electrical contracting
• Fire alarm or life‑safety contractors
• Mechanical contractors
• Building automation or controls
• Low‑voltage contractors
• Construction equipment or building‑system suppliers
• Other commercial construction subcontractors or specialty contractors

Primary Responsibilities

Sales and CRM Support

• Maintain accurate customer and opportunity information in the CRM
• Enter and update sales opportunities
• Track follow‑up dates and open items
• Maintain customer contact information
• Assist with basic sales reports
• Help prepare information for sales meetings
• Follow up internally on outstanding information needed by the sales team

Proposal and Bid Support

• Assist with preparation of customer proposals
• Assemble proposal and bid packages
• Track proposal due dates and submission requirements
• Make requested proposal revisions
• Maintain proposal files and supporting documents
• Assist with RFP and bid submissions
• Confirm required documents are included before submission
• Organize drawings, specifications, and bid documents for estimating
• Request pricing from vendors and suppliers
• Help collect subcontractor information when needed
• Track estimating and bid deadlines
• Maintain pricing and estimating documentation
• Assist estimators and sales staff with administrative portions of the estimating process

This is an estimating support position and does not require the candidate to independently perform technical RF engineering or system design.

Customer and Project Coordination

• Schedule customer meetings and site surveys
• Request missing drawings, specifications, and other customer documents
• Assist with obtaining purchase orders and signed proposals
• Maintain organized customer and project files
• Communicate routine project and documentation updates to customers
• Help ensure required information is available to the appropriate internal teams

Project Handoff

Once a project is awarded:

• Confirm receipt of the purchase order and/or signed proposal
• Organize proposal, drawings, customer information, and related documents
• Confirm required project information has been collected
• Identify missing documents or information
• Assist with transferring the project from Sales to Engineering and Operations
• Maintain organized electronic project files
• Help ensure internal teams have the information needed to begin the project

Required Qualifications

• Minimum 2 years of experience in commercial construction or a construction‑related contractor environment
• Familiarity with commercial construction terminology and processes
• Experience working with proposals, bids, project documents, purchase orders, drawings, or similar construction documentation
• Strong organizational skills
• Good written and verbal communication skills
• Strong attention to detail
• Comfortable following up with customers, vendors, and coworkers
• Ability to manage multiple deadlines and priorities
• Comfortable working with numbers and basic pricing information
• Ability to learn new software and internal processes
• Ability to work effectively with Sales, Estimating, Engineering, and Operations

Required Software Skills

Working knowledge of:

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Microsoft Teams

Preferred Experience

Experience with any of the following is helpful but not required:

• Pipedrive or another CRM
• PandaDoc or other proposal software
• Buildertrend or other construction management software
• Adobe Acrobat

What We’re Looking For

The right person for this position does not need to be an engineer or an experienced RF professional.

We are looking for someone who understands the pace and terminology of commercial construction, is comfortable working with construction and sales documentation, stays organized, follows up on outstanding items, and enjoys helping keep projects moving.

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

• Project Administrator
• Sales Coordinator for a contractor
• Construction Administrative Assistant
• Assistant Project Coordinator
• Applicants must be legally authorized to work in the United States on a full‑time basis.

Compensation and Benefits

Salary Range: $50,000-$80,000 annually, depending on relevant construction 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.

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