Sales and Production Administrator, Construction

JOB POSTING - Sales & Production Administrator, Construction

Location: Marion, IN
Company: Kingdom Roofing Systems
Employment Type: Full-Time

Position Summary

The Sales & Production Administrator provides administrative, reporting, and operational support to both the Sales and Production departments. This role is responsible formaintainingaccurate records, ensuring process compliance, supporting customer communication, coordinating documentation, and assisting leadership with operational initiatives. The Sales & Production Administrator serves as a central support function that helps ensure projects move efficiently from lead generation through project completion while maintaining exceptional customer service and operational accuracy.

Key Responsibilities

Sales Administration & Compliance

• Audit sales files daily to ensure complete and accurate documentation.

• Verify all required photos, estimates, measurements, contracts, and supporting documents are uploaded and compliant.

• Monitor sales pipeline activity and ensure appointments, leads, and statuses are accurately updated in the company CRM.

• Generate and distribute daily, weekly, and monthly sales reports.

• Track contests, commissions, incentives, and sales performance metrics.

• Assist with onboarding logistics, training schedules, equipment setup, and administrative support for the sales team.

• Maintain accountability reporting and communicate compliance deficiencies to leadership.

Production Administration & Project Support

• Maintain complete and accurate project files within the company CRM.

• Ensure all work orders, material orders, permits, subcontractor documentation, and project records are properly uploaded and organized.

• Coordinate with sales and production teams to ensure projects are production-ready within company timelines.

• Support material ordering, purchase order tracking, invoicing, and project documentation.

• Assist with project scheduling coordination and subcontractor administrative support.

• Ensure all labor and material changes are properly documented and reflected in project records.

Customer & Contractor Communication

• Serve as a support resource for customer communication throughout the project lifecycle.

• Communicate schedule changes, weather delays, material delays, and project updates.

• Handle customer concerns professionally and coordinate resolution with the appropriate team members.

• Communicate with subcontractors regarding documentation requirements, scheduling, and project readiness.

Reporting, Documentation & Process Management

• Maintain accurate databases, trackers, reports, and operational records.

• Ensure all company CRM records are complete, accurate, and maintained according to company standards.

• Track file compliance and provide regular reporting to department leadership.

• Manage commission tracking documentation and assist with commission verification processes.

• Create, update, and organize SOPs, training materials, and process documentation.

• Ensure training resources remain current and accessible.

Operational Support & Continuous Improvement

• Support special projects and initiatives assigned by leadership.

• Identify opportunities to improve administrative workflows, compliance, and operational efficiency.

• Cross-train to provide support across Sales, Production, and Operations departments.

• Assist leadership with implementing new processes, systems, and accountability measures.

• Support team events, meetings, training sessions, and department initiatives as needed.

• Schedule new hire training sessions and coordinate onboarding materials.

Qualifications

• 2+ years of administrative, operations, project coordination, or office management experience preferred.

• Strong organizational skills and attention to detail.

• Excellent verbal and written communication skills.

• Ability to manage multiple priorities in a fast-paced environment.

• Proficiency with CRM software, Microsoft Office, and reporting tools.

• Experience in roofing, construction, home improvement, or service-based industries preferred.

• Ability to maintain confidentiality and handle sensitive information professionally.

Success Metrics

The Sales & Production Administrator will be evaluated on:

• Sales file compliance rate

• Production file compliance rate

• CRM accuracy and completeness

• Reporting accuracy and timeliness

• Customer follow-up completion rate

• Commission and incentive tracking accuracy

• Purchase order and invoice accuracy

• Contractor compliance documentation completion

• SOP and training material maintenance

• Turnaround time for project readiness and file completion

• Contribution to process improvement initiatives

Compensation & Benefits

Salary: $45,000 - $50,000 annually, based on experience

Benefits Include:

• 401(k) with company match

• Health insurance

• Dental insurance

• Vision insurance

• Paid time off (PTO)

Schedule:

• Monday to Friday primarily