The Sales and Proposals Assistant will support the Business Development/Sales team by supporting the Proposals and Add Service Requests (ASR’s – also known as Change Orders) process. This is not a traditional salesperson role. Rather, the Sales and Proposals Assistant will focus on document preparation, process tracking, and coordination. This role is internal to Exante360, working closely with Project Managers, Consultants, and the Regional Director/Sales Manager. Success in this position requires meticulous attention to detail, strong organizational skills, and a proactive mindset. Ideal candidates enjoy problem-solving, organizing complex information, and ensuring data accuracy while contributing directly to the company’s performance and growth.

Duties and Responsibilities

• Reports to the Regional Director/Sales Manager
• Creates and tracks proposals and ASR records in customer relationship management (CRM) systems and similar tools.
• Creates and updates client records in CRM systems.
• Provides feedback to Exante360 regarding CRM set-up and process improvements.
• Maintains sales documents in project folder structure.
• Prepares draft proposals and ASR documents in coordination with the Marketing Manager and Marketing Assistant. Submits requests for proposals via Proposal Request Form and prepares ASR drafts in MS Excel. References examples and similar past proposals/ASR’s for starting point scope and fee as indicated in the Proposal Tracker in CRM systems and similar tools. Revise scope verbiage to match the project’s scope of work and scope of services.
• Guides the workflow and keeps the process on track. Project Manager/Consultants and the Regional Director/Sales Manager are responsible for the technical scope and fee as well as final QAQC review and approval prior to submission to client, and the Sales Assistant will track and drive this process forward based on the due dates.
• Issues CRM setup requests for awarded projects and ASR’s, potentially moving toward working in CRM directly for project accounting setups.
• Tracks status and updates proposal and ASR records in CRM systems and similar tools with client project numbers and PO numbers. Saves contract documents in the project’s project folder structure.
• Assists with research of RFQ and bid opportunities.

Key Skills and Abilities Necessary

• Must have strong ethics and the ability to handle confidential information and sensitive material with discretion.
• Excellent written and verbal interpersonal communication skills.
• Ability to work in a fast-paced, dynamic, and collaborative environment.
• Must be able to handle multiple concurrent assignments.
• Creative thinker with an eye for detail.
• Sense of customer service, excellence, responsibility, and versatility.

Education/Experience Requirements

• 2-5 years of experience in the professional services industry in Sales or Marketing.
• Experience in the AEC industry preferred.
• Experience within the professional services industry, focused on proposal documentation.
• Bachelor’s degree in a related field required.
• Experience with customer relationship management (CRM) databases and other software tools a plus.
• Proficiency with Microsoft Office and Microsoft Outlook is essential.
• Familiarity with Adobe Creative Suite, specifically InDesign is preferred.