Project Sales Coordinator — Admin & Client Support

ADP, Inc.; Newport (NH); On-site; USD 48,000 - 52,000; Full time

Job summary

ADP, Inc. is seeking a Project Sales Administrative Assistant to support the Project Sales team in a fast-paced building materials environment, handling quotes, proposals, contracts, and project documentation.

The role serves as a key coordinator between sales staff, customers, vendors, and internal departments, requiring strong organization and multi-tasking abilities. Preference given to applicants with building materials or construction experience.

Qualifications

• High school diploma or equivalent.
• Strong organizational, multitasking, and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Strong attention to detail and accuracy.
• Ability to work independently while supporting a collaborative team environment.

Responsibilities

• Provide administrative support to the Project Sales team, including preparing quotes, proposals, contracts, and project documentation.
• Assist Project Sales Representatives with customer follow-up, scheduling, and project coordination.
• Answer customer inquiries via phone, email, and in person, directing requests to the appropriate team members when necessary.
• Enter and maintain accurate customer, quote, order, and project information within company systems.
• Coordinate communication between customers, vendors, sales staff, purchasing, delivery, and accounting departments.
• Track project timelines, outstanding quotes, special orders, and customer requests to ensure timely follow-up.
• Assist with preparing project estimates, bid packages, and supporting documentation.
• Monitor order status and communicate updates regarding deliveries, lead times, and product availability.
• Maintain organized project files and customer records.
• Generate reports and assist with tracking sales activity and project progress.
• Support inventory inquiries and special-order coordination.
• Assist with vendor communications and documentation requests.
• Maintain confidentiality of customer, pricing, and company information.

Skills

Organizational skills

Multitasking

Time management

Verbal communication

Written communication

MS Office

Attention to detail

Independent work

Education

High school diploma or equivalent

Tools

ERP systems

POS systems

Estimating software

Inventory management systems

Job description

ADP, Inc. is seeking a Project Sales Administrative Assistant to support the Project Sales team in a fast-paced building materials environment, handling quotes, proposals, contracts, and project documentation.

The role serves as a key coordinator between sales staff, customers, vendors, and internal departments, requiring strong organization and multi-tasking abilities. Preference given to applicants with building materials or construction experience.