layiq

/la·yiq/adjective

worthy; deserving; fitting; suitable.

A role, opportunity, or path that merits attention, time, and pursuit.

RNC Sales and Estimations Administrative Assistant at Airtron | LAYIQ

1. Data, Tracking, and Reporting
Maintain accurate records in SMBMWM/AMP and other applicable systems for builders, customers, jobs, contacts, pricing, leads, bids, estimates, EPOs, and change orders.
Track inbound requests, open tasks, aging items, incomplete records, approval status, bid activity, estimate turnaround, awarded jobs, lost bids, and required follow-up.
Prepare recurring reports that give leadership visibility into workload, status, bottlenecks, process gaps, and unresolved items.
2. Bids, Estimates, Pricing, and Release Support
Compile, organize, and distribute current plans, specifications, scopes of work, builder requirements, alternates, exclusions, clarifications, pricing sheets, and supporting documentation needed for accurate bid and estimate preparation.
Coordinate bid revisions, pricing updates, change-order details, and release-ready documentation with sales, estimating, CED, accounting, production, warranty, and leadership as needed.
Communicate completed bids, updates, missing information, and required next steps to builders and internal stakeholders, then archive related packages and correspondence in the appropriate files.
3. Document Control and Builder Administration
Receive, organize, name, file, and maintain builder plans, addenda, contracts, COIs, W-9s, compliance items, contact lists, portal records, scheduling platform information, and department documentation.
Track revisions, addenda, expirations, contract routing, builder-specific requirements, missing documents, outdated information, and approval requirements.
Ensure department files, builder records, pricing documents, bid packages, and platform information are complete, current, accessible, and consistently organized.
4. Communication, Coordination, and Follow-Up
Serve as an administrative communication point between sales, estimating, CED, accounting, production, warranty, builders, customers, and other stakeholders.
Coordinate handoffs, route questions to the proper owner, distribute updates, track unresolved issues, and support timely follow-through on builder, customer, warranty, service, documentation, pricing, and production-related requests.
Escalate missing information, recurring concerns, delays, service trends, unresolved items, or time-sensitive requests to department leadership.
5. Meeting, Administrative, and Process Support
Manage calendars, meeting schedules, agendas, supporting documents, action items, owners, due dates, and follow-up for department coordination, bid review, builder review, and related meetings.
Maintain department checklists, procedures, templates, filing standards, builder-specific workflows, portal processes, and recurring administrative requirements.
Recommend improvements that reduce duplicate work, missed communication, documentation gaps, delays, and inconsistent practices.
Perform other duties as assigned to support department goals and operational needs.
Core Competencies
Strong organization, follow-up, and prioritization skills
Accurate data entry, reporting, and document management
Clear written and verbal communication
Attention to detail and ability to identify missing information or process gaps
Professional builder, customer, and cross-department coordination
Familiarity with builder portals, scheduling platforms, bid documents, pricing records, contracts, and change-order workflows
Success Measures
Success in this role may be measured by: Accurate and timely tracking of leads, bids, estimates, pricing updates, EPOs, and change orders
Complete, organized, and current builder, job, contract, compliance, and pricing files
Improved visibility into pending work, open items, overdue tasks, and process bottlenecks
Faster and clearer communication between sales, estimating, CED, production, accounting, warranty, builders, and customers
Reduced missed follow-ups, outdated documents, incomplete bid packages, and duplicate administrative work
Consistent reporting that helps leadership manage workload, status, and process improvement opportunities
Summary

Completed college course work.
Additional Knowledge, Skills and Abilities: Customer service mindset.
Ability to work independently and as part of a team.
Excellent written and verbal communication skills.
Able to work in a fast-paced environment.
Strong organizational skills, attention to detail and the ability to multi-task.
Positive attitude and willingness to learn and be a part of a team.
Ability to build positive relationships with customers, both internal and external.
Willingness and ability to work collaboratively with all levels of the organization.
Safety mindset and acceptance of a safety culture.
Working Conditions: Open office environment.
Fast-paced environment.
Physical Requirements: Must be able to lift/move up to 20 pounds frequently.
Frequently performs tasks requiring bending at the waist, kneeling or crouching.
Must be able to adhere to long periods of standing, walking or sitting.
Ability to hear, understand and distinguish speech and/or other sounds to operate phones or other office equipment safely.
With natural or corrected vision, able to see and focus for close, distance, peripheral vision with normal depth perception.
Ability to express or exchange ideas by means of the spoken word to impart oral information to others.
Ability to enter text or data into a computer by means of a traditional keyboard or 10-key numeric keypad.
Must be able to use arms and hands to reach overhead, signal, grab, hold, lift, turn, push and pull objects and tools.
Airtron is an equal opportunity employer committed to diversity and inclusion. All qualified applicants will receive consideration for employment without regard to race, color, sex, pregnancy, sexual orientation, age, religion, creed, national origin, gender identity, disability, military/veteran status, genetic information or any other categories protected by applicable law.
The job description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of Airtron.

RNC Sales and Estimations Administrative Assistant

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