Inside Sales and Contract Administrator

Inside Sales & Contract Administrator

American Insulated Panel is seeking an Inside Sales & Contract Administrator to be the operational hub between our customers, our sales team, and our finance team. This is a hybrid, customer-facing role: you are the first voice on the phone, the first face at the front desk, and the person who makes sure every quote becomes a signed job, every job gets set up correctly in our ERP, and every invoice goes out accurately and on time.

You will work primarily in Acumatica, our cloud ERP, and in AIP's internal sales application. We are looking for someone who is genuinely comfortable with modern software — curious, quick to learn a new system, and confident navigating multiple platforms and customer billing portals in a single day. Construction or building-products experience is valuable, but a sharp, organized, systems-minded person will succeed here regardless of industry background.

• Key Responsibilities

• Inbound Lead Management & Sales Support

• Serve as the first point of contact for inbound sales inquiries by phone, email, and web — qualify the opportunity, capture it in the sales application, and route it to the appropriate sales representative or territory.

• Track inbound leads through to assignment and follow up to ensure nothing sits unattended.

• Prepare, modify, and issue contract proposals and quotes at the direction of the sales team, ensuring accuracy of scope, pricing, terms, and attachments.

• Maintain proposal and opportunity records in the sales application so pipeline reporting is complete and current.

• Support sales representatives with customer research, document retrieval, and follow-up on outstanding items.

• Contract Documentation & Customer Onboarding

• Work directly with customers and general contractors to obtain all documentation required to open and execute a job — signed contracts and change orders, tool talk / safety forms, W-9s, certificates of insurance, credit applications, tax exemption certificates, subcontractor agreements, and any project-specific compliance paperwork.

• Track outstanding document requirements and drive them to completion so jobs are not delayed at the start.

• Coordinate certificate of insurance requests with our broker and confirm coverage matches contract requirements.

• Set up new customers in Acumatica, including billing contacts, terms, tax settings, and required customer master data; coordinate credit review with finance before terms are extended.

• Convert awarded proposals into projects and jobs in Acumatica, ensuring contract values, billing schedules, and scope are entered accurately at the outset.

• Billing, Invoicing & Accounts Receivable

• Own the customer invoicing cycle end to end — prepare and issue all customer invoices from Acumatica, including progress billings, AIA-format billings, retainage, and change orders.

• Submit invoices and supporting documentation through customer and general contractor billing portals (Textura, GCPay, Procore, and similar), and reconcile portal activity against Acumatica so the two always agree.

• Monitor billing deadlines and portal cutoffs to ensure billings are submitted within each customer's required window.

• Research and resolve billing discrepancies, short pays, and customer inquiries professionally and promptly.

• Follow up on past-due receivables on assigned accounts, escalate aging issues to finance, and maintain clear notes on collection status.

• Maintain organized, audit-ready records of contracts, billings, lien waivers, and related documentation.

• Sales Orders & Parts Fulfillment

• Handle direct customer orders for gaskets, hardware, trim, replacement parts, and other stock items so customers can order without waiting for a sales representative.

• Quote pricing on these orders using the published price list and established discount guidelines, escalating anything outside those guidelines.

• Enter sales orders in Acumatica and coordinate with operations, purchasing, and shipping to confirm availability, lead time, and delivery.

• Follow orders through fulfillment, keep the customer informed on status, and ensure the order is invoiced on shipment.

• Front Desk & Administrative Support

• Answer and direct incoming calls, taking ownership of the caller's issue rather than simply transferring it.

• Greet and assist customers, vendors, drivers, and other visitors at the front desk, presenting a professional first impression of AIP.

• Manage incoming and outgoing mail, shipments, and document distribution.

• Provide general administrative support to the sales and finance teams, including filing, data entry, and document management.

• Identify recurring friction in our quote-to-cash process and recommend improvements — we want this role to make the process better, not just execute it.

• Qualifications

• High school diploma required; associate's or bachelor's degree in business, accounting, or a related field preferred.

• Three or more years of experience in customer service, inside sales support, contract administration, billing, or a comparable role.

• Demonstrated comfort with ERP or business software — Acumatica experience is a strong plus; experience with any modern ERP (NetSuite, Sage, Epicor, Dynamics, Viewpoint, QuickBooks) or CRM is valuable. Willingness and aptitude to learn new systems quickly is essential.

• Proficiency in Microsoft Office, particularly Excel and Outlook.

• Excellent written and verbal communication skills; comfortable interacting directly with contractors, project managers, and accounts payable departments.

• Strong organizational skills and the ability to manage many open items at once with a high degree of accuracy.

• Self-directed, dependable, and able to prioritize competing demands from both sales and finance.

• Experience with construction billing, AIA documents, lien waivers, certified payroll, or contractor billing portals is a significant plus.

• Familiarity with insulated metal panels, cold storage, or building products is a plus but not required.

• What Success Looks Like in This Role

• Inbound leads are captured and routed the same day they arrive.

• No job is delayed because contract documentation is incomplete.

• Every customer is billed accurately and on time, and Acumatica agrees with what is in each customer's portal.

• Parts and small orders are quoted, entered, and shipped without pulling a sales representative off a project.

• Customers, contractors, and coworkers trust that if you said you would handle it, it is handled.

• Compensation & Benefits

• Competitive salary commensurate with experience, with potential for performance-based bonus.

• Health, dental, and retirement benefits.

• Paid time off and holidays.

• A collaborative small-business environment with direct access to leadership and real visibility into how the company runs.

• Opportunity to grow into deeper sales, project administration, or finance responsibility as the company grows.

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person