Administrative Personal Assistant (Sales Support)

Overview

We are looking for a highly organized, detail-oriented Administrative Personal Assistant to work directly with the head of sales.

This role focuses on taking ownership of internal processes, coordination, and communication to support active projects and quoting workflows. You will work directly with leadership and be expected to take on increasing ownership of internal processes over time.

This is not a passive admin role. The goal is to develop someone who can think, organize, and operate independently over time.

Core Responsibilities

• Organize and manage spreadsheets (Google Sheets) for quoting and tracking
• Coordinate vendor pricing and follow up on material quotes
• Format and prepare client-facing documents and proposals
• Draft and manage email communication with vendors and internal teams
• Track project status, POs, and open items across multiple jobs
• Maintain clean, accurate, and up-to-date data across systems
• Support daily workflow and remove administrative load from sales
• Identify and resolve gaps or inconsistencies in data, quotes, or workflows

Required Skills

• Strong attention to detail and accuracy
• Comfortable working with numbers, pricing, and spreadsheets
• Proficient in Google Workspace (Sheets, Docs, Gmail)
• Clear and professional written communication
• Organized and able to manage multiple tasks at once
• Able to learn quickly and follow structured processes
• Ability to think through problems and organize incomplete information

Preferred Traits

• Naturally organized and process-driven
• Thinks ahead and anticipates needs
• Takes ownership rather than waiting for direction
• fast-moving, sometimes ambiguous environment
• Comfortable interacting with people (vendors, internal team)

Career Development

This role is designed to expand beyond administrative support.

As capability is demonstrated, responsibilities may expand to include:

• Full quote assembly and pricing coordination
• Direct vendor communication
• Client communication and project updates
• Managing internal sales workflow from start to finish
• Supporting deal execution and timeline coordination

Closing

This role is best suited for someone who wants to grow beyond traditional administrative work and develop dynamic responsibilities on top of a strong administration foundation.

You will work directly with leadership and have the opportunity to take on increasing ownership over time.

Work Environment:

Work is performed in an office environment, shop floor environment, and customer facilities. The role requires frequent interaction with engineering, operations, procurement, and production teams. Noise levels vary from standard office levels to moderate industrial shop noise. Occasional work may occur in facilities with elevated temperatures, forklifts operating nearby, and industrial equipment being tested or commissioned.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. [Insert a paragraph that identifies the physical requirements, such as climbing, standing, bending, driving, typing, etc. Include the physical effort and lifting requirements, such as sedentary - up to 10 pounds; light - up to 20 pounds; medium - up to 50 pounds; heavy - over 50 pounds with assistance.]

Position Type/Expected Hours of Work:

This is a full-time exempt position. Standard work hours follow a Monday through Friday schedule, with flexibility based on customer demands, quoting cycles, or executive reviews. Occasional early mornings, evenings, or weekend work may be required to meet client deadlines or support commissioning.

Travel:

Travel may require occasional travel (15%) in a month for customer meetings, onsite commissioning, facility walk-throughs, vendor visits, or leadership-level engagements. Overnight travel may be required as needed.

Other duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

EEO Statement:

Sof-Tek Integrators is an Equal Opportunity Employer.

I understand that my employment with Sof-Tek Integrators is considered at will, meaning that either the company or I may terminate this employment relationship at any time with or without cause or notice. This job description is not a binding contract and signing this document does not change the fact that Sof-Tek Integrators is an at-will employer.

Job Type: Full-time

Pay: $22.00 - $28.00 per hour

Benefits:

• Health insurance
• Paid time off

Compensation Package:

• Bonus pay

Application Question(s):

• Why do you want to work at Sof-Tek?

Education:

• Associate (Preferred)

Work Location: In person