Consolidated Facility Services (CFS) is seeking a Business Development Administrative Assistant to support the day-to-day organization, coordination, and administrative needs of the Business Development team. This individual will play an important role in keeping business development information current, tracking follow-up items, deadlines visible, and administrative details from becoming bottlenecks. The position will provide support across CRM management, bid and opportunity administration, document organization, meeting coordination, and general Business Development activities. The ideal candidate is organized, responsive, detail-oriented, comfortable working across multiple systems, and able to work independently while taking ownership of assigned responsibilities and proactively following through on tasks and deadlines.

Key Responsibilities:

Business Development Support

• Assist with scheduling meetings, site walks, follow-up calls, and internal Business Development activities.
• Help prepare meeting materials, reports, presentations, and other Business Development documents.
• Maintain organized electronic files and supporting documentation.
• Track action items and follow up with team members on outstanding information.
• Assist with prospect, client, and opportunity research as needed.
• Support preparation for weekly Business Development meetings and pipeline reviews.
• Help maintain the overall organization and operating rhythm of the Business Development function. HubSpot & CRM Support
• The Administrative Assistant supports the Business Development representatives but does not replace deal ownership.
• Help maintain visibility of CRM tasks, follow-up items, opportunity stages, and important deadlines.
• Assist with pipeline reporting, data cleanup, and routine CRM maintenance.
• Support consistent CRM documentation and data-entry standards across the team.
• Identify missing, incomplete, or outdated information and communicate those gaps to the responsible Business Development team member.
• Assist with contact, company, deal, notes, activity, and task entry when appropriate or directed.
• Support the Business Development team in maintaining accurate, complete, and current HubSpot records. Bid & Opportunity Administration
• Assist with organizing incoming bids, solicitations, and other business opportunities.
• Maintain the Business Development bid/opportunity tracker and calendar.
• Track key opportunity milestones, including pre-bid meetings, site walks, question and clarification deadlines, proposal due dates, and post-bid follow-up.
• Establish and maintain organized electronic bid and opportunity folders using CFS's designated filing structure.
• Maintain bid documents, addenda, attachments, supporting information, and submission records.
• Help ensure required information is collected and routed to the appropriate team member.
• Track outstanding administrative items connected to bids and proposals.
• Assist with gathering recurring proposal documentation, including company information, licenses, certifications, references, forms, and other supporting materials.
• Support proposal preparation, formatting, document assembly, quality checks, and submission coordination as needed.
• Provide administrative support for subcontractor and vendor outreach, documentation, and quote tracking when directed. Team & Deadline Coordination
• Help maintain calendars, meeting schedules, site walks, and important Business Development deadlines.
• Maintain visibility of upcoming bid and opportunity deadlines.
• Capture meeting notes, action items, owners, and due dates when requested.
• Follow up on assigned administrative tasks to help ensure items are completed on time.
• Assist with preparation of weekly pipeline, deadline, and action-item summaries.
• Communicate clearly with Business Development, Sales, Operations, leadership, subcontractors, vendors, and other internal or external team members as appropriate.
• Help improve the overall organization, consistency, and operating rhythm of the Business Development function.

Qualifications and Experience:

• Strong organizational and administrative skills.
• High attention to detail and accuracy.
• Strong written and verbal communication skills.
• Consistent follow-through and accountability.
• Ability to work independently while asking questions when clarification is needed.
• Ability to manage multiple priorities, deadlines, and changing needs.
• Working knowledge of Microsoft Office and/or Google Workspace.
• Experience with CRM systems; HubSpot experience is preferred.
• Experience with shared file systems or cloud-based collaboration platforms such as Microsoft SharePoint is preferred.
• Comfortable learning new systems, processes, terminology, and workflows.
• Experience supporting sales, business development, construction, facilities management, government contracting, or service-based organizations is a plus.

Reports To:

VP of Sales The Business Development Administrative Assistant reports directly to the VP of Sales and will work closely with the Business Development team, Sales Operations Coordinator, Operations, leadership, and other CFS team.

EOE Pay:

From $20.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) Dental insurance Health insurance Life insurance Retirement plan Vision insurance

Work Location:

Hybrid remote in Austell, GA 30168