Description
Mill Valley, California, United StatesPosition Title: Sales Administrator
About the Position
Were seeking a Sales Coordinator to support large, heavy-civil infrastructure programs, including highways, roads, bridges, transit (rail and bus), international airports, and water/wastewater projects. This role supports the Sales team by keeping proposal and sales activities organized, accurate, and moving forward. Primary responsibilities include maintaining sales and proposal information, coordinating schedules and deliverables, supporting proposal development, and preparing clear, client-ready materials in accordance with the Luster Writing Style Guide and the Luster Brand Style Guide.
The ideal candidate is detail-oriented, service-minded, highly organized, and a strong writer who enjoys supporting a collaborative team environment. This individual is comfortable managing multiple priorities, learning new technologies, and producing high-quality work with accuracy, professionalism, and attention to detail.
This is a full-time, fully remote position but will be expected to support team members across all US time zones.
Responsibilities may include, but are not limited to, the following:
- Provide day-to-day administrative support for proposal and sales activities, including task tracking, follow-ups, and deadline coordination.
- Maintain and organize proposal-related files, templates, and reference materials, including but not limited to the Luster Comprehensive Sales Plan, team member resumes, and project descriptions, so that the team can quickly locate current, approved content.
- Support proposal production by formatting documents, checking for completeness and consistency, proofreading content, and preparing proposal drafts for internal review.
- Coordinate calendars, meeting invites, and agendas for proposal working sessions and internal reviews; capture and distribute action items.
- Assist with HubSpot and SharePoint, ensuring records and files are accurate, timely, well written, and aligned with internal standards.
- Prepare summaries, outlines, checklists, internal communications, and other administrative support materials while coordinating appropriate reviews for accuracy, confidentiality, and approval.
- Communicate professionally with internal stakeholders to gather required inputs (resumes, project sheets, quantitative success stories, pricing inputs, forms, etc.).
- Communicate professionally with external stakeholders to respond to Requests for Information (RFIs) and support sales-related activities.
- Support continuous improvement by identifying repetitive tasks and helping document simple, repeatable processes.
- Conduct online research on past, current, and future sales opportunities to support Luster sales efforts.
- Enhance Luster project descriptions, resumes, proposals, and sales collateral.
Attributes
- Excellent written and verbal communication and interpersonal skills.
- Collaborative mindset that fosters teamwork, trust, and positive relationships.
- Strong attention to detail and the ability to manage multiple tasks and deadlines.
- Strong technology aptitude with the ability to quickly learn and effectively use new software systems, platforms, and business applications.
- Ability to handle confidential client, pricing, employee, and company information with discretion and professionalism.
- Natural curiosity, problem-solving abilities, with a passion for continuous improvement.
Minimum Qualifications
- High School Diploma or GED.
- 1+ years of experience in an administrative, sales support, proposal support, or coordinator role, or an equivalent combination of education and experience.
- Proficiency with Microsoft 365 (e.g., Outlook, Word, Excel, Teams, and SharePoint).
- Preferred Qualifications
- College degree in business administration, technical communication, marketing, communications, professional writing, or related field.
- Prior experience supporting proposals, bids, or responses to RFIs, RFPs, or RFQs.
- Experience using graphic design and content creation tools (e.g., Adobe Creative Suite, Canva, or similar) with an eye for layout, formatting, and visual presentation to create polished, client-ready materials.
- Experience with client relationship management (CRM) platforms and maintaining accurate sales pipeline, opportunity, and client data.
- Experience using AI productivity tools (e.g., Microsoft Copilot, Claude, or similar) to improve productivity while validating AI-generated content for accuracy prior to use.
- Familiarity with the Chicago Manual of Style.
Compensation Details
Expected Salary: $50k-$60k/year ($24-$29/hour). Luster provides the salary range that the company in good faith believes it might offer for this position based on the successful candidates level of experience, knowledge, skills, abilities, education, certifications, licenses, geographic location, etc. Luster reserves the right to ultimately pay more or less than the posted range depending on circumstances not related to any status protected by local, state, and/or federal law.
Just LOOK at the Benefits We Offer!
- Unlimited flexible time off
- Paid holidays
- Paid parental leave
- Health, dental, and vision insurance
- Flexible spending accounts (healthcare and dependent or elder care)
- Long-term disability insurance
- Short-term disability insurance
- Life insurance and accidental death and dismemberment
- 401(k) plan with guaranteed employer contribution
- Formal career planning and development program
- $2,500 annually toward professional development
- Wellness program with monthly wellness stipend
- Company cell phone or cell phone plan reimbursement
- Free personalized meal planning and nutrition support with a registered dietitian
- Free personal financial planning services
- Employee assistance program
- Employee discounts
- Employee referral bonus
Specific plan details and coverage for each benefit noted above will be provided upon offer. #IN-LNJS
If you wish to be considered for a position where there is not an active job posted, please search for our 'General Application' and apply.
Luster is committed to creating an inclusive work environment with a diverse workforce. All qualified applicants will receive consideration for employment without regard to criminal history, race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. This employer participates in E-Verify. The employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) with information from each new employee's I-9 to confirm work authorization.
All positions may be subject to a background check and drug test once a conditional offer of employment is made for any convictions directly related to its duties and responsibilities, in accordance with all applicable local, state, and/or federal regulations.
This job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.
Luster does not accept unsolicited resumes from any third-party. In the absence of a signed agreement, Luster will not consider or agree to payment of any kind. Any unsolicited resumes presented to Luster personnel, including those submitted to Luster hiring managers, are deemed to be the property of Luster.
Please email hiring@luster.com for accommodations necessary to complete the application process.
Equal Opportunity Employer, including disability/protected veterans
PI285018625
