RNC Sales and Estimations Administrative Assistant at Airtron Heating & Air Conditioning in Dallas, TX

Job description

• Purpose of Role
• The Administrative role within the RNC Sales and Estimation department provides centralized support for department data, documentation, communication, tracking, and follow-through. This role helps ensure builder opportunities, bids, estimates, pricing updates, contracts, change orders, and customer-related requests are organized, accurate, current, and completed efficiently across sales, estimating, CED, production, accounting, warranty, and builder-facing teams.
• Accurate and timely tracking of leads, bids, estimates, pricing updates, EPOs, and change orders
• Complete, organized, and current builder, job, contract, compliance, and pricing files
• Improved visibility into pending work, open items, overdue tasks, and process bottlenecks
• Faster and clearer communication between sales, estimating, CED, production, accounting, warranty, builders, and customers
• Reduced missed follow-ups, outdated documents, incomplete bid packages, and duplicate administrative work
• Consistent reporting that helps leadership manage workload, status, and process improvement opportunities
• This role strengthens the RNC Sales and Estimation department by creating reliable administrative control over information, documentation, communication, follow-up, and process consistency. The position supports daily execution and long-term department organization by ensuring critical information is accurate, accessible, timely, and clearly communicated across all required teams.

Responsibilities

• Maintain accurate records in SMBMWM/AMP and other applicable systems for builders, customers, jobs, contacts, pricing, leads, bids, estimates, EPOs, and change orders.
• Track inbound requests, open tasks, aging items, incomplete records, approval status, bid activity, estimate turnaround, awarded jobs, lost bids, and required follow-up.
• Prepare recurring reports that give leadership visibility into workload, status, bottlenecks, process gaps, and unresolved items.
• Compile, organize, and distribute current plans, specifications, scopes of work, builder requirements, alternates, exclusions, clarifications, pricing sheets, and supporting documentation needed for accurate bid and estimate preparation.
• Coordinate bid revisions, pricing updates, change-order details, and release-ready documentation with sales, estimating, CED, accounting, production, warranty, and leadership as needed.
• Communicate completed bids, updates, missing information, and required next steps to builders and internal stakeholders, then archive related packages and correspondence in the appropriate files.
• Receive, organize, name, file, and maintain builder plans, addenda, contracts, COIs, W-9s, compliance items, contact lists, portal records, scheduling platform information, and department documentation.
• Track revisions, addenda, expirations, contract routing, builder-specific requirements, missing documents, outdated information, and approval requirements.
• Ensure department files, builder records, pricing documents, bid packages, and platform information are complete, current, accessible, and consistently organized.
• Serve as an administrative communication point between sales, estimating, CED, accounting, production, warranty, builders, customers, and other stakeholders.
• Coordinate handoffs, route questions to the proper owner, distribute updates, track unresolved issues, and support timely follow-through on builder, customer, warranty, service, documentation, pricing, and production-related requests.
• Escalate missing information, recurring concerns, delays, service trends, unresolved items, or time-sensitive requests to department leadership.
• Manage calendars, meeting schedules, agendas, supporting documents, action items, owners, due dates, and follow-up for department coordination, bid review, builder review, and related meetings.
• Maintain department checklists, procedures, templates, filing standards, builder-specific workflows, portal processes, and recurring administrative requirements.
• Recommend improvements that reduce duplicate work, missed communication, documentation gaps, delays, and inconsistent practices.
• Perform other duties as assigned to support department goals and operational needs.

Requirements

• Strong organization, follow-up, and prioritization skills
• Accurate data entry, reporting, and document management
• Clear written and verbal communication
• Attention to detail and ability to identify missing information or process gaps
• Professional builder, customer, and cross-department coordination
• Familiarity with builder portals, scheduling platforms, bid documents, pricing records, contracts, and change-order workflows
• High School Diploma or GED. Relevant work experience may be substituted for
• education.
• 1+ year’s office and/or clerical experience.
• Relevant work experience may be substituted for education.
• General computer competency is required, including a minimum of 1-year experience Microsoft Excel, Word, and Outlook.
• Must be able to communicate in English effectively, both verbally and in writing.
• Ability to work overtime with little notice; weekends hours may occasionally be required.
• Customer service mindset.
• Ability to work independently and as part of a team.
• Excellent written and verbal communication skills.
• Able to work in a fast-paced environment.
• Strong organizational skills, attention to detail and the ability to multi-task.
• Positive attitude and willingness to learn and be a part of a team.
• Ability to build positive relationships with customers, both internal and external.
• Willingness and ability to work collaboratively with all levels of the organization.
• Safety mindset and acceptance of a safety culture.
• Completed college course work.

Skills

Required

• Clear written and verbal communication

Preferred

• Completed college course work