Sales Support Administrator

GILLIG; Livermore (CA); On-site; USD 75,000 - 125,000; Full time

Job summary

GILLIG is seeking a Sales Support Administrator to provide administrative and operational support to the Sales team. You will coordinate bid opportunities, proposals, and customer orders, while maintaining documentation and CRM data to ensure timely deliverables.

The role collaborates across Sales, Finance, Engineering, and Manufacturing, leveraging AI-enabled tools to improve efficiency and organization of routine tasks. A detail-oriented multitasker thrives in this environment.

Qualifications

• Strong organizational skills and attention to detail.
• Ability to manage multiple assignments and meet deadlines.
• Strong written and verbal communication skills.
• Proficiency with CRM systems and Microsoft Office applications.

Responsibilities

• Assist in identifying and tracking procurement opportunities.
• Coordinate and support RFP, RFQ, and proposal activities, including document collection and submission preparation.
• Maintain proposal schedules and deliverable trackers for timely bid completion.
• Support customer order administration, including order entry and document management.
• Maintain accurate customer, opportunity, forecast, and order information in CRM and other systems.
• Generate routine sales reports, dashboards, and summaries for management.
• Utilize AI-enabled tools to assist with document prep and data organization.
• Coordinate with internal departments to gather information for proposals and requests.
• Support continuous improvement initiatives for workflows and reporting.
• Monitor procurement websites for new opportunities and updates.
• Provide administrative support to Regional Sales Managers and Sales Leadership.
• Assist with special projects and other sales operations activities.

Education

Associate's degree or equivalent work experience preferred

Tools

CRM systems

Microsoft Office (Excel, Word, PowerPoint)

AI-enabled productivity tools

Job description

The Sales Support Administrator provides administrative and operational support to the Sales organization by coordinating bid opportunities, proposal submissions, customer orders, and sales-related activities. This role is responsible for assisting with the management of Request for Proposal (RFP) processes, maintaining sales and customer documentation, supporting order administration, and helping ensure the timely completion of key sales deliverables.

Working closely with Sales, Finance, Engineering, Manufacturing, and other internal departments, the Sales Support Administrator helps facilitate communication, track project milestones, and maintain accurate records throughout the sales lifecycle. The position also supports the use of business systems, reporting tools, and emerging AI-enabled technologies to improve efficiency, organize information, and streamline routine administrative tasks.

This role is well suited for an organized, detail-oriented individual who enjoys coordinating multiple activities, supporting customer-facing teams, and contributing to the successful execution of sales initiatives.

IN THIS ROLE YOU WILL

• Assist in identifying and tracking public and private procurement opportunities
• Coordinate and support RFP, RFQ, and proposal activities, including document collection, formatting, compliance reviews, and submission preparation
• Maintain proposal schedules, action item lists, and deliverable trackers to support timely completion of bid activities
• Support customer order administration, including order entry, document management, contract file maintenance, and status tracking
• Maintain accurate customer, opportunity, forecast, and order information within CRM and other business systems
• Generate routine sales reports, dashboards, and performance summaries for management review
• Utilize AI-enabled tools and business applications to assist with document preparation, data organization, research, and administrative efficiency
• Coordinate with internal departments to gather information required for proposals, customer requests, and sales-related projects
• Support continuous improvement initiatives by identifying opportunities to improve workflows, organization, and reporting processes
• Monitor procurement websites and customer communications for new opportunities, addenda, and solicitation updates
• Provide administrative support to Regional Sales Managers and Sales Leadership, including meeting coordination, reporting, and customer correspondence
• Assist with special projects and other sales operations activities as assigned

BASIC QUALIFICATIONS

• Associate's degree or equivalent work experience preferred
• 1-3 years of administrative, sales support, customer service, project coordination, or related experience
• Strong organizational skills and attention to detail
• Ability to manage multiple assignments and meet deadlines
• Comfortable learning and using business software, CRM systems, reporting tools, and AI-enabled productivity applications
• Strong written and verbal communication skills
• Proficiency in Microsoft Office applications, particularly Excel, Word, and PowerPoint
• Ability to work effectively in a team environment and support multiple internal stakeholders
• Experience with public procurement, proposal support, manufacturing, or transportation industries is a plus but not required

WORK ENVIRONMENT

• Ability to lift 25 lbs.
• Prolonged periods of sitting/standing at a desk and working on a computer
• Regularly required to sit, stand, and walk and occasionally kneel or squat
• The ideal candidate must be able to complete all physical requirements of the job with or without a reasonable accommodation.
• No Travel Required
• Must be able to navigate manufacturing environment, comfortable around heavy machinery, tools, etc.
• Must be able to wear Personal Protective Equipment, (i.e. safety glasses, bump caps, hearing protection, etc.)

EXPECTED COMPENSATION

$75,000-$125,000/annual salary + premium benefits

Pay offered may vary depending on multiple individualized factors, including market location, job classification, job-related knowledge, skills, and experience. The total compensation package for this position may also include other elements dependent on the position offered. Details of participation in these benefit plans will be provided if a candidate receives an offer of employment.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

GILLIG is committed to providing equal opportunities to all employees and applicants for employment. We are committed to creating an inclusive and diverse workplace that values and respects the unique talents, experiences, and perspectives of our employees and the people we serve. As an equal opportunity employer, we do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, pregnancy, gender identity or any other characteristic protected by law.