Sales Administrator

Industrial Air Flow Dynamics, Inc. is seeking a detail-oriented Sales Administrator to join our team in The Woodlands, Texas. This position supports the proposal and quotation process by coordinating with Sales Administrators, Engineers, the Sales Team, and Field Services to ensure information is collected, organized, and delivered accurately and on time.

Key responsibilities include preparing and assembling bid and proposal documents, gathering project and field information, drafting preliminary scopes of work, processing thermal imaging reports, selecting appropriate proposal language, and maintaining accurate opportunity and project records. The Sales Administrator will help coordinate the flow of information between departments and provide the Sales Team with complete, professional quotation packages.

This is an internal sales support position and does not include direct selling responsibilities. The successful candidate will be highly organized, detail-oriented, and able to manage multiple priorities while meeting deadlines in a collaborative, fast-paced environment.

Responsibilities:

• Serve as the central internal point of coordination for assigned proposals and quotations.
• Manage the proposal process from receipt of the RFQ or RFP through final submission.
• Coordinate with Sales, Engineering, Field Services, and other business functions to obtain the information and documentation required for proposals and prequalification submissions, including rate sheets, contracts, schedules, safety information, and quality documentation.
• Prepare assigned portions of proposal responses in accordance with RFQ and RFP requirements.
• Review estimates, takeoffs, and supporting documentation for completeness and coordinate with the appropriate team members to verify technical accuracy and project requirements.
• Follow established quotation processes and maintain accurate proposal documentation and status updates.
• Track multiple deliverables, communicate outstanding requirements, and help ensure proposals are completed accurately and on time.
• Manage competing priorities and meet time-sensitive proposal deadlines in a collaborative, professional manner.