Sales Administrative Assistant

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Located in Mesa, AZ

Salary: 20

Job Title: Sales Administrative Assistant

Schedule: Monday–Friday, 7:30 AM – 4:30 PM
Pay Rate: $20/hour
Location: On-site

Position Overview

We are seeking a highly organized and detail-oriented Project & Sales Support Coordinator to support project administration, compliance documentation, sales coordination, and internal project setup processes. This role is essential in ensuring smooth project startup, accurate documentation control, and ongoing support for project managers and the sales team.

Some responsibilities may be reassigned to Accounts or other team members as needed, depending on workload and organizational structure.

Key Responsibilities

Compliance & Documentation Management

  • Prepare and file preliminary lien notices in accordance with project requirements
  • Issue warranties and maintain accurate records of all documentation
  • Track warranties through to expiration and ensure proper follow-up and recordkeeping
  • Coordinate with relevant team members when assistance is required on compliance-related matters

Project Startup Coordination

  • Coordinate with Sales and customers to support project startup (M1 phase)
  • Set up physical project folders and organize digital folders on shared drives
  • Ensure proper documentation handover at project initiation

Weekly Project Coordination

  • Work with Project Managers to maintain and update project trackers
  • Organize and coordinate the weekly Wednesday project meeting
  • Assist in preparing meeting materials and ensuring project updates are current

Color & Sample Coordination

  • Maintain standard color references and material samples
  • Communicate with vendors to request standard and custom color samples
  • Track and manage sample availability and distribution

Sales Support

  • Prepare digital submittals including information packages, draft warranties, and data sheets
  • Assemble physical submittals such as samples and brochures
  • Provide general administrative support to the sales team as needed

Additional Notes

  • Responsibilities may be shifted or shared with Accounts or other departments as needed
  • Strong organization, communication, and attention to detail are essential for success in this role
  • Ability to manage multiple priorities and deadlines is important

Express Office: Mesa
849 North Dobson Road
Suite 107
Mesa, AZ 85201
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