Whitestone Industries is a premier construction company specializing in hotels, apartments, HOAs, commercial buildings, and industrial projects. As we expand, we’re looking for a Division Administrator to support our regional operations, streamline processes, and ensure seamless client interactions. This role is essential in maintaining efficiency, accuracy, and excellent service across all our divisions.
Role Overview
The Division Administrator is responsible for managing administrative tasks, supporting business development efforts, maintaining accurate records, and facilitating smooth communication between clients, sales teams, and project managers. This position requires exceptional organization, attention to detail, and the ability to manage multiple responsibilities in a fast-paced environment.
Key Responsibilities
Administrative & Data Management
✔ Audit, input, and maintain prospect information in the CRM (Buildertrend).
✔ Manage and update new leads, bid requests, and client activities in the system.
✔ Track and maintain the Request for Proposal (RFP) list and Job Start List to ensure accuracy.
✔ Ensure all follow-up activities for estimates, manager reviews, and job walks are scheduled and tracked.
✔ Convert leads to jobs upon receiving a signed proposal, ensuring all steps (pre-liens, invoicing, scheduling) are completed.
Client Communication & Sales Support
✔ Handle inbound calls, direct inquiries, and assist clients with scheduling.
✔ Conduct outbound calls for prospecting, follow-ups, and appointment coordination.
✔ Follow up on proposals and contracts, ensuring all documentation is accurate and professional.
✔ Assist in preparing contracts for minor to moderate repairs (stucco, drywall, wood repairs, painting, etc.).
Operational & Marketing Support
✔ Track marketing materials for the division and request additional supplies as needed.
✔ Assist with board meeting packet preparation and vendor document processing.
✔ Coordinate and organize Lunch & Learn events for business development.
✔ Plan and optimize marketing routes to maximize efficiency.
Compliance & Team Coordination
✔ Assist with equipment rentals and job start logistics.
✔ Regularly audit CRM for past-due activities and ensure timely follow-ups.
✔ Monitor the request email inbox, respond to inquiries, and escalate as needed.
✔ Work closely with sales representatives, project managers, and production teams to ensure smooth operations within the division.
Who We’re Looking For
The ideal Division Administrator is a detail-oriented, proactive professional who thrives in a fast-paced, team-driven environment. They are highly organized, adaptable, and committed to supporting business growth and operational efficiency.
Preferred Qualifications:
✅ Strong data entry and organizational skills
✅ Experience with CRM systems (Buildertrend preferred)
✅ Ability to multi-task and manage deadlines effectively
✅ Excellent written and verbal communication skills
✅ Experience in customer support, sales operations, or administrative roles preferred
✅ Background in construction, contracting, or B2B services is a plus
Why Join Whitestone Industries?
🌟 Competitive salary & performance-based incentives
🌟 Career growth opportunities in a rapidly expanding company
🌟 Supportive, team-oriented work culture
🌟 Health benefits & retirement plan options
🚀 Ready to make an impact as a Division Administrator? Apply today and join the Whitestone Industries team!