Sales Support Administrator

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

Benefits offered by this job

Premium benefits

Job summary

GILLIG in Livermore, CA is seeking a Sales Support Administrator to coordinate bid opportunities, manage RFP processes, and support customer orders within a dynamic sales team. You will work closely with Sales, Finance, Engineering and Manufacturing to track milestones, maintain documentation, and produce routine reports.

The role emphasizes organization, accuracy, and the use of AI-enabled tools to streamline administrative tasks.

Qualifications

• Associate's degree or equivalent work experience preferred.
• 1-3 years of administrative, sales support, or project coordination experience.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office and CRM systems.

Responsibilities

• Assist in identifying and tracking procurement opportunities.
• Coordinate RFP/RFQ and proposal activities, including document collection and submission.
• Maintain schedules, action item lists, and deliverable trackers.
• Support order administration and contract file maintenance.
• Maintain accurate CRM data and generate routine sales reports.
• Utilize AI-enabled tools to improve documentation and efficiency.

Skills

Administrative support

CRM systems

Microsoft Excel

Communication skills

Education

Associate's degree or equivalent

1-3 years of related experience

Tools

CRM systems

Excel

Office 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.