The Sales Administrator provides administrative and coordination support for sales, estimating, customer service, scheduling, and day-to-day operational activities. The role serves as an initial point of contact for customers and assists with coordinating information and follow-up across Sales/Estimating, Operations, Project Management, Contracts, Finance, and other departments. The position helps ensure customer inquiries, sales opportunities, projects, and related requests are appropriately documented, communicated, scheduled, and followed through.

Essential Duties and Responsibilities:

• Manage customer inquiries, RFQs, RFPs, estimates, proposals, and new business opportunities from initial contact through internal handoff.
• Maintain strong relationships with prospective and existing customers through regular communication and follow-up.
• Conduct proactive outreach to vessel owners, captains, operators, and management companies to introduce MGBW’s capabilities and develop future service opportunities.
• Coordinate customer meetings, shipyard tours, vessel visits, industry events, and customer introductions.
• Support Sales and Estimating with preparation and submission of estimates, ROMs, proposals, RFP responses, quotations, bid documentation, and customer correspondence.
• Maintain organized estimating files, supporting documents, customer information, bid portals, and proposal deadlines.
• Coordinate with Estimating, Project Management, Operations, Contracts, and management to gather information and ensure timely customer responses.
• Assist with contract documentation, revisions, required forms, certifications, insurance, bonding, and submission requirements.
• Maintain sales opportunity tracking, customer activity, pipeline information, and follow-up items.
• Identify customer needs and additional work opportunities through customer communications and daily yard activities and communicate them to the appropriate teams.
• Coordinate vessel survey haul outs from initial inquiry through completion, including scheduling, documentation, customer communication, and internal coordination.
• Manage MGBW Foreign Trade Zone (FTZ) vessel activity, including documentation, broker communication, approvals, vessel movements, fees, and customer coordination.
• Coordinate vessel demolitions from initial inquiry through final closeout, including documentation, scheduling, customer communication, and payment requirements.
• Facilitate the transition of awarded work from Sales/Estimating to Project Management and Operations.
• Maintain relationships with subcontractors, vendors, industry partners, referral sources, and customers.
• Support Commercial, Superyacht, and Government business development activities.
• Additional tasks as needed. 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• Bachelor or equivalent experience in Business Administration, Marketing, Communications 
• 1 – 3 years of experience in sales support, administration, or customer service. 

Knowledge, Skills, and Abilities

• Highly organized, detail-oriented, and able to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Strong follow-up, time-management, and documentation skills.
• Professional and customer-focused with the ability to build and maintain business relationships.
• Ability to work independently and effectively across multiple departments.
• Comfortable working in a fast-paced environment with changing priorities.
• Ability to perform work accurately and thoroughly
• Strong ability to be reliable, dependable, and work as a team
• Follow oral and written instructions; maintain cooperative working relationships; demonstrate sensitivity to, and respect for a diverse population
• Marine, shipyard, vessel repair, construction, or industrial experience preferred.
• Experience in sales operations, sales administration, estimating support, project coordination, or customer service preferred.

Language Ability:

• Ability to communicate effectively in English 

Reasoning Ability:

• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job are medium/heavy in nature. 

• While performing the duties of this job, the employee is regularly required to stand, walk, sit, reach with hands and arms. 
• Tasks include the need for hand finger dexterity, clear speech, hearing/listening, reading and writing, and lifting
• Physical ability to lift, push, pull and carry 30+ lbs. 
• The vision requirements include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus
• Must be able to maintain general safety awareness and avoid hazards commonly present in employee’s work area.