Role Description
We are seeking a highly organized and detail-oriented professional to support both quoting projects and general business operations. This role will manage customer quotes using our proprietary estimating software, while also handling administrative, accounting, and vendor coordination tasks. The ideal candidate is proactive, organized, and comfortable learning new software through hands-on training.
Key Responsibilities
Quoting & Estimating (Core)
- Receive customer orders and enter all relevant information into the company's proprietary estimating/quoting software.
- Generate and deliver accurate quotes to customers.
- Review project plans and details to ensure completeness before quoting.
- Maintain quote records and track outstanding quotes.
- Preferred: Use construction estimating experience to improve quote accuracy.
Administrative & Organization
- Manage calendars, schedule meetings, and set reminders for internal and client-facing activities.
- Monitor and manage email inboxes – draft, respond to, and organize messages.
- Perform general data entry and maintain the database/CRM.
- Compile data and create routine reports as requested.
Accounting Support
- Track expenses and perform basic bookkeeping tasks.
- Manage subscriptions, renewals, and vendor relationships.
- Use QuickBooks Online for financial data entry and reporting.
Vendor & Software Coordination(updated for clarity)
- Website updates & maintenance – Serve as the internal point of contact to coordinate with the website vendor on updates and new content (no hands-on building or coding required).
- Software troubleshooting – Become the internal resource for the company's quoting/ERP software. Training will be provided by the company – no prior knowledge of this specific software is needed.
Qualifications
Required:
- Proven experience with Microsoft Office – specifically Outlook, Teams, and SharePoint.
- Working knowledge of QuickBooks Online.
- Strong attention to detail, especially for quoting, data entry, and expense tracking.
- Excellent organizational and time-management skills.
- Ability to follow a defined process: Customer order → Enter software → Generate quote.
- Willingness to learn new software through company-provided training.
Preferred (Nice to Have):
- Experience with any quoting or estimating software (e.g., Bluebeam, PlanSwift, ProEst, Stack).
- Construction estimating experience.
- Ability to read project plans/blueprints.
- Background in CRM management or vendor coordination.
Benefits
- Competitive salary and performance-based incentives.
- Complete PC package
- Comprehensive benefits package, including health, optical benefits and life insurance.
- Flexible work environment with the option to work remotely.
- Opportunities for professional growth and development.
- Collaborative and supportive team culture.
