RNC Sales and Estimations Administrative Assistant

At Airtron Heating & Air Conditioning, we help homeowners stay comfortable year-round with trusted heating, cooling, and HVAC solutions. For more than 40 years, we've built our reputation by showing up, doing quality work, and treating customers with honesty and respect. We're proud to be the neighbor people can count on—and we're looking for team members who share that same commitment to serving others and doing the job right.

At Airtron, we're looking for people who take pride in their work, care about their teammates, and are committed to delivering an exceptional experience for every customer. If that sounds like you, we'd love to have you on our team.

RNC Sales & Estimation Administrative Role Scope

Purpose of Role

The Administrative role within the RNC Sales and Estimation department provides centralized support for department data, documentation, communication, tracking, and follow-through. This role helps ensure builder opportunities, bids, estimates, pricing updates, contracts, change orders, and customer-related requests are organized, accurate, current, and completed efficiently across sales, estimating, CED, production, accounting, warranty, and builder-facing teams.

Key Responsibilities

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

This role strengthens the RNC Sales and Estimation department by creating reliable administrative control over information, documentation, communication, follow-up, and process consistency. The position supports daily execution and long-term department organization by ensuring critical information is accurate, accessible, timely, and clearly communicated across all required teams.

Minimum Requirements:

• High School Diploma or GED. Relevant work experience may be substituted for

education.

• 1+ year’s office and/or clerical experience.
• Relevant work experience may be substituted for education.
• General computer competency is required, including a minimum of 1-year experience Microsoft Excel, Word, and Outlook.
• Must be able to communicate in English effectively, both verbally and in writing.
• Ability to work overtime with little notice; weekends hours may occasionally be required.

Preferred Qualifications:

• 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.