Sales Team Admin

Overview

We Love to Build — People, Teams, and Futures

At Koehn Construction Services, we’re builders  for us, building means more than projects or structures — it’s about people.

We build teams that trust each other, processes that create excellence, and careers that have meaning. We believe in doing the right thing, delivering on our word, and solving problems with creativity and grit.

Our Core Values guide everything we do:

• Gets It Done – We take ownership and follow through.
• Dependable – Our word matters. You can count on us.
• Acts with Integrity – We do what’s right, even when no one’s watching.
• Problem Solver – We lean into challenges and find a way forward.

These aren’t just company values — they’re the traits we look for in every person who joins our team. Because when people who share these values come together, incredible things happen.

Our Purpose — We Love to Build — is more than a statement; it’s a way of life. We build opportunity, leadership, and a better future for our people and the communities we serve.

If you’re the kind of person who’s never satisfied with the status quo, who wants to grow, lead, and make a difference, there’s a place for you here.

Join us — and help us build what’s next.

Role Summary — The Sales Team Administrator provides administrative and process support to the Sales team, including Business Development, Preconstruction, and Marketing. This role supports daily department operations by maintaining CRM data, coordinating bid and proposal documentation, tracking licensing and compliance requirements, and assisting with departmental reporting. Helps ensure organization and consistency throughout the pursuit lifecycle — from initial lead entry through proposal submission — by supporting deadlines, maintaining accurate records, and preparing client-facing materials in alignment with company standards.

• Maintain and update CRM system to ensure accurate tracking of leads, opportunities, and pipeline activity.
• Manage bid calendars and pursuit logs to support deadline awareness and internal coordination.
• Ensure all opportunity documentation is organized, current, and accessible to the department.

• Assist in assembling and formatting bid packages, proposals, and qualification documents for submission.
• Track addenda, submission requirements, and deadlines to ensure timely and complete bid delivery.
• Coordinate internally with Business Development, Preconstruction, and Marketing to collect required materials.

• Maintain contractor licenses, registrations, and renewal deadlines across jurisdictions.
• Track and manage prequalification documentation and compliance requirements for pursuits.
• Ensure required insurance certificates and supporting documents are current and properly filed.

• Maintain pursuit logs, win/loss records, and pipeline tracking reports.
• Assist in preparing departmental summaries and activity updates for leadership review.
• Ensure accuracy and consistency of reporting data used for performance tracking.

• Prepare meeting materials, client documentation, and standardized templates as requested.
• Maintain organized digital filing systems for proposals, contracts, and pursuit records.
• Support department workflow by assisting leadership with documentation and coordination needs.

• CRM and pipeline data accuracy
• Licensing, prequalification, and compliance documentation accuracy
• Accuracy and organization of pursuit documentation and records
• Timely and accurate departmental reporting

• Education/
  
  Experience:
  
  High School Diploma or GED required;
  Associate’s or Bachelor’s degree in Business, Marketing, Construction Management, or related field preferred; or a combination of education and progressive experience providing at least 2–4 years of competency in administrative support, project coordination, or construction-related office responsibilities.
• Strong organizational skills with attention to detail and the ability to manage deadlines, documentation, and multiple concurrent pursuits.
• Proficiency in Microsoft Office and CRM or project tracking systems with the ability to maintain accurate data and structured digital filing systems.
• Professional, dependable, and team-oriented with strong communication skills and the ability to support multiple department leaders in a fast-paced environment.