Sales Administrator

B.J. Muirhead Co.; Buffalo, Northern (NY, KY); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Paid vacation and NY sick time

Long-term disability coverage

Company-provided education & Training

Job summary

B.J. Muirhead Co. in Buffalo, NY is seeking a capable sales administrator and project coordinator to support the sales team with searches, bid documents, and project tracking.

This role requires handling inquiries, maintaining documentation, and coordinating with engineering, service, and accounting to ensure timely proposals and order processing. The ideal candidate has strong organization, multi-project management skills, and proficiency in Outlook, Excel, and Word.

Qualifications

• Two or more years of experience in sales administration, project coordination, customer service, estimating support, order processing, or a similar role is preferred.
• Experience in HVAC, construction, manufacturing, engineering, industrial equipment, or technical distribution is beneficial but not required.
• Excellent organizational skills and the ability to manage multiple projects, document sets, deadlines, and follow-up items without losing accuracy.
• Strong written and verbal communication skills with a professional, helpful, and accountable approach to customers and coworkers.

Responsibilities

• Run project searches on the Construction Exchange and other approved sources and route relevant opportunities to the appropriate sales professional.
• Download, organize, and distribute bid documents, addenda, drawings, specifications, schedules, and related project information as required.
• Update and maintain the internal project and opportunity list, including assigned owner, bid date, status, next action, due date, and follow-up requirements.
• Handle incoming Sales Department calls and inquiries by gathering necessary information, addressing routine requests, or assigning and scheduling follow-up with the appropriate sales professional.
• Create project folders and maintain complete, consistent documentation within B.J. Muirhead’s document system.
• Assist with proposal preparation, including document formatting, standard scope language, attachments, vendor quote collection, and deadline tracking.
• Track outstanding pricing, technical information, approvals, and other inputs required for the sales team to complete proposals.
• Support bid submission and post-bid follow-up by recording results, contractor awards, next actions, and project status.
• Assemble submittal packages using approved technical selections and manufacturer documents provided or reviewed by the responsible sales engineer.
• Track submittal comments, revisions, resubmissions, approvals, and required follow-up.
• Coordinate job-number setup, purchase-order documentation, and labor-approval requests with Sales, Service, and Accounting.
• Enter and process approved equipment orders, transmit purchase orders, track acknowledgments and lead times, and coordinate shipment information.
• Assemble and send approved installation, operation, and maintenance manuals and other project closeout documents.
• File startup reports, review documentation for completeness, and support the closeout of job work orders.
• Prepare recurring manufacturer business reports using information provided by the sales team.
• Maintain approved sales pricing sheets and product information as manufacturers issue updates or introduce new equipment.

Skills

Sales administration

Project coordination

Customer service

Attention to detail

Multi-project management

Tools

Microsoft Outlook

Excel

Word

Job description

• Paid vacation and New York State sick time
• Long-term disability coverage
• Company-provided education & Training

Responsibilities

• Run project searches on the Construction Exchange and other approved sources and route relevant opportunities to the appropriate sales professional.
• Download, organize, and distribute bid documents, addenda, drawings, specifications, schedules, and related project information as required.
• Update and maintain the internal project and opportunity list, including assigned owner, bid date, status, next action, due date, and follow-up requirements.
• Handle incoming Sales Department calls and inquiries by gathering necessary information, addressing routine requests, or assigning and scheduling follow-up with the appropriate sales professional.
• Create project folders and maintain complete, consistent documentation within B.J. Muirhead’s document system.
• Assist with proposal preparation, including document formatting, standard scope language, attachments, vendor quote collection, and deadline tracking.
• Track outstanding pricing, technical information, approvals, and other inputs required for the sales team to complete proposals.
• Support bid submission and post-bid follow-up by recording results, contractor awards, next actions, and project status.
• Assemble submittal packages using approved technical selections and manufacturer documents provided or reviewed by the responsible sales engineer.
• Track submittal comments, revisions, resubmissions, approvals, and required follow-up.
• Coordinate job-number setup, purchase-order documentation, and labor-approval requests with Sales, Service, and Accounting.
• Enter and process approved equipment orders, transmit purchase orders, track acknowledgments and lead times, and coordinate shipment information.
• Assemble and send approved installation, operation, and maintenance manuals and other project closeout documents.
• File startup reports, review documentation for completeness, and support the closeout of job work orders.
• Prepare recurring manufacturer business reports using information provided by the sales team.
• Maintain approved sales pricing sheets and product information as manufacturers issue updates or introduce new equipment.
• Maintain records for factory training, certifications, and Sales Department professional memberships, including ASHRAE.
• Coordinate Sales Department calendars, meetings, Lunch & Learns, customer visits, and company travel as required.
• Two or more years of experience in sales administration, project coordination, customer service, estimating support, order processing, or a similar role is preferred.
• Experience in HVAC, construction, manufacturing, engineering, industrial equipment, or technical distribution is beneficial but not required.
• Excellent organizational skills and the ability to manage multiple projects, document sets, deadlines, and follow-up items without losing accuracy.
• Strong written and verbal communication skills with a professional, helpful, and accountable approach to customers and coworkers.
• Proficient computer skills, including Microsoft Outlook, Excel, and Word, with the ability to learn document-management, PDF-markup, ERP, and manufacturer portal systems.
• Ability to read and organize construction-related information such as bid invitations, specifications, drawings, addenda, purchase orders, submittals, and shipment documents.
• Sound judgment about what can be handled administratively and what must be escalated to a sales engineer, outside salesperson, manager, or service professional.
• Positive attitude, attention to detail, self-direction, and a strong team orientation.