Sales Administrator

About the role

We're seeking a Sales Coordinator to support large, heavy-civil infrastructure programs, including highways, roads, bridges, transit (rail and bus), international airports, and water/wastewater projects. This role supports the Sales team by keeping proposal and sales activities organized, accurate, and moving forward. Primary responsibilities include maintaining sales and proposal information, coordinating schedules and deliverables, supporting proposal development, and preparing clear, client-ready materials in accordance with the Luster Writing Style Guide and the Luster Brand Style Guide. The ideal candidate is detail-oriented, service-minded, highly organized, and a strong writer who enjoys supporting a collaborative team environment. This individual is comfortable managing multiple priorities, learning new technologies, and producing high-quality work with accuracy, professionalism, and attention to detail. This is a full-time, fully remote position but will be expected to support team members across all US time zones. Responsibilities may include, but are not limited to, the following: Provide day-to-day administrative support for proposal and sales activities, including task tracking, follow-ups, and deadline coordination. Maintain and organize proposal-related files, templates, and reference materials, including but not limited to the Luster Comprehensive Sales Plan, team member resumes, and project descriptions, so that the team can quickly locate current, approved content. Support proposal production by formatting documents, checking for completeness and consistency, proofreading content, and preparing proposal drafts for internal review. Coordinate calendars, meeting invites, and agendas for proposal working sessions and internal reviews; capture and distribute action items. Assist with HubSpot and SharePoint, ensuring records and files are accurate, timely, well written, and aligned with internal standards. Prepare summaries, outlines, checklists, internal communications, and other administrative support materials while coordinating appropriate reviews for accuracy, confidentiality, and approval. Communicate professionally with internal stakeholders to gather required inputs (resumes, project sheets, quantitative success stories, pricing inputs, forms, etc.). Communicate professionally with external stakeholders to respond to Requests for Information (RFIs) and support sales-related activities. Support continuous improvement by identifying repetitive tasks and helping document simple, repeatable processes. Conduct online research on past, current, and future sales opportunities to support Luster sales efforts. Enhance Luster project descriptions, resumes, proposals, and sales collateral. Attributes Excellent written and verbal communication and interpersonal skills. Collaborative mindset that fosters teamwork, trust, and positive relationships. Strong attention to detail and the ability to manage multiple tasks and deadlines. Strong technology aptitude with the ability to quickly learn and effectively use new software systems, platforms, and business applications. Ability to handle confidential client, pricing, employee, and company information with discretion and professionalism. Natural curiosity, problem-solving abilities, with a passion for continuous improvement.

Requirements

• High School Diploma or GED.
• 1+ years of experience in an administrative, sales support, proposal support, or coordinator role, or an equivalent combination of education and experience.
• Proficiency with Microsoft 365 (e.g., Outlook, Word, Excel, Teams, and SharePoint).
• College degree in business administration, technical communication, marketing, communications, professional writing, or related field.
• Prior experience supporting proposals, bids, or responses to RFIs, RFPs, or RFQs.
• Experience using graphic design and content creation tools (e.g., Adobe Creative Suite, Canva, or similar) with an eye for layout, formatting, and visual presentation to create polished, client-ready materials.
• Experience with client relationship management (CRM) platforms and maintaining accurate sales pipeline, opportunity, and client data.
• Experience using AI productivity tools (e.g., Microsoft Copilot, Claude, or similar) to improve productivity while validating AI-generated content for accuracy prior to use.
• Familiarity with the Chicago Manual of Style.
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