Sales Project Coordinator

Description:

Company Overview:

ARCXIS, headquartered in Houston, Texas, is the nation's number one engineering and inspections firm, touching 1 in every 7 new homes, and operating in over 28 states. Committed to innovation and excellence, our services help to build better quality homes, more quickly, at lower cost, and with less risk. Formerly known as DPIS Builder Services, Ei Companies, Post-Tension Solutions, Ensign Building Solutions Home Energy Division, and Building Energy, ARCXIS unites extensive expertise into a single brand, offering nationwide coverage with a local touch. Our portfolio includes ABCO Construction Services, LLC, United Structural Consultants, and iPermit, amplifying our reach into the multi-family, multi-use, commercial, and pre-existing residential sectors. ARCXIS is majority owned by Saw Mill Capital, LLC (Briarcliff Manor, New York). Visit us online at www.arcxis.com.

Position Overview:

The Sales Project Coordinator (SPC) requires high organizational skills and is meticulous in detail. Since the SPC can work directly with clients, trade partners and internal Arcxis staff, he / she is expected to always remain professional during correspondence. The position requires a high level of customer service and exceptional communication and organizational skills.

Working with all Arcxis departments, the SPC coordinates proposal creation, pricing requests administration, developing a project kick off to the department leaders, and communicating deliverable timelines and client expectations. The SPC will keep sales leaders informed on contracted deliverables and proactively make Sales aware of potential impending delays.

Essential Job Functions:

• CRM Administration

o The SPC is responsible for inputting, updating and validating data into the company CRM (Pipedrive) as it relates to their clients’ projects including Accounts, Contacts, Deals, Community/Project info, and Tasks.

o The SPC ensures all project information updates are disseminated to the Operations teams and Engineering Job Captains and kept on record in the CRM/Server locations, so that all information is clearly accessible to all Arcxis team members.

Proposal Generation

o The SPC generates and updates proposals in partnership with the Sales Consultant and is expected to understand Client expatiations versus Internal Account Setup process. The proposals are reviewed by the Sales Leadership or Division President before the Sales Consultant sends to the proposal to the client.

o SPCs are responsible for managing and keeping current updates of Opportunity close dates, statuses and notes within our CRM - Pipedrive.

Contract Management

o The SPC is responsible for tracking, receiving and validating contracts for each proposal sent out to clients. The SPC is responsible for taking over the administration of projects after the Sales Consultant has closed the contract through the delivery of the deal to the Account Setup Team.

o It is critical that the SPC manages client expectations and escalates where there is a discrepancy in expectations.

o The SPC is responsible for escalating late contracts with the Sales Consultant, VP of Sales, & VP of Sales Support.

o The SPC validates that the contract matches the scope, pricing, billing terms and other essential details to the Opportunity in the CRM as well as Arcxis internal system setups. If any of the items do not match, the Sales Project Coordinator escalates the discrepancies to the Sales Consultant, VP of Sales, & VP of Sales Support.

o The SPC saved approved contracts and proposals in the appropriate digital locations for other departments to access.

Project Turn Over

o The SPC is responsible for gathering essential data for the Operations teams to move forward with their scopes of work. This is called the Project Kick Off process.

o The SPC reaches out to clients/architects or Arcxis Internal Leaders to obtain all information needed to complete a task. This includes plans, plan revisions, and client directions outside of builder standards.

o The SPC gathers essential data points from the client and disseminates it to the various Operations teams specified in the proposal/contract. This kick off work sheet must be visible in the Arcxis File Sharing drives for future referencing purposes.

Client Satisfaction

o The SPC must make themselves available for correspondence to clients, and all Arcxis internal Leaders and Teams during work hours.

o SPCs must always remain helpful, friendly, and professional. They must diffuse unhappy clients to the best of their ability and if they face an inconsolable individual, they are responsible for escalating issues immediately to the Sales Consultants, VP of Sales & VP of Sales Support.

KPI & Metrics

Proposals & Pricing Requests

• 24-hour turn-around measured by backlog

Contract Management

• Contract Pending – 1 week max

Reports

• Sales Activity Reports to Manager – On Time Delivery Metric
• Open to any additional reporting to be taken on as business needs shift

Completed checklists for Project Kick-off and Project Completion

• Weekly Report of completed kick-offs and backlog report (Via Pipedrive Dashboard).
• Client Satisfaction

Requirements:

Education, Experience and Desired Qualifications:

• 2 years’ sales experience, inside or outside sales
• Familiar with standard concepts, practices, and procedures within the construction field
• Strong and effective communicator, both verbally and written, someone who can interface cooperatively with various departments of the company, as well as clients and consultant teams
• Intermediate knowledge of Excel and Microsoft Office applications
• Ability to consider all angles while critically thinking through complex problems
• Ability to utilize independent judgement & make sound decisions

Supervisory Responsibility - This position entails no supervisory responsibilities.

Work Environment - This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, and photocopiers.

Physical Demands

• 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.
• This position will require the employee to travel to and traverse through construction job sites on occasion. The employee will be required to wear personal protective equipment while on job sites as provided by Arcxis.
• Learning Plan
• CRM Management
• Arcxis Internal Systems
• Project Management
• Communication/Customer Service

Position Type/Expected Hours of Work: This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m. Occasional evening and weekend work may be required as job duties demand. In-office attendance is required.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance