Operations & Sales Administrative Assistant

Job Description

Job Description

Position Summary

The Operations & Sales Support Administrator provides administrative, reporting, and organizational support to the COO. This role is responsible for maintaining operational and sales data, calculating commissions, documenting meetings, coordinating travel arrangements, and assisting with a variety of operational and administrative tasks.

The ideal candidate is highly organized, detail-oriented, and proactive. They take pride in supporting others, anticipating needs, and helping keep projects and priorities on track. This position requires flexibility and a willingness to assist with a variety of responsibilities as business needs evolve.

As the company continues to implement new processes and improve existing procedures, this individual must be comfortable working in an environment where change is ongoing and continuous improvement is encouraged.

Essential Duties and Responsibilities

Data Support

• Calculate and prepare monthly sales commission reports.
• Track and maintain weekly sales performance reports and metrics.
• Compile, organize, and distribute sales and operations-related reports and information.
• Maintain accurate records, spreadsheets, and documentation.
• Assist with sales projects and administrative support as needed.
• Manage the CRM as needed and Data integrity

Meeting Coordination and Documentation

• Attend sales meetings and other departmental meetings as requested.
• Take meeting notes and distribute summaries, action items, and follow-up information.
• Maintain organized records of meeting discussions and decisions.
• Assist in tracking progress on assigned action items and projects.

Executive Support

• Provide administrative support to the Chief Operating Officer and Leadership Staff.
• Assist with organization, scheduling, and prioritization of tasks and information.
• Support email management and communication efforts as responsibilities expand.
• Anticipate needs and proactively offer assistance to the COO and the operations and sales leaders.

Administrative Support

• Coordinate hotel reservations and travel arrangements for members of the sales team.
• Prepare, print, organize, and submit expense reports and supporting documentation.
• Assist the Executive Assistant and other departments when additional support is needed.
• Provide backup administrative support and help fill gaps during slower periods or special projects.

Process Improvement

• Support the implementation of new processes and procedures.
• Assist in documenting workflows and creating consistent practices.
• Adapt to changing priorities and responsibilities as the organization grows and evolves.
• Contribute ideas to improve organization, efficiency, and communication.

Qualifications

• Previous experience in an administrative, sales support, executive assistant, or office support role preferred.
• Advanced proficiency in Microsoft Excel.
• Strong working knowledge of Microsoft Outlook, Word, PowerPoint, Teams, and other Microsoft 365 applications. Previous experience with Microsoft Business Central is not required but preferred.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Effective written and verbal communication skills.
• Ability to manage confidential information with professionalism and discretion.
• Self-motivated with the ability to work independently and as part of a team.

Desired Traits

• Maintains Confidentiality
• Organized and dependable.
• Proactive and resourceful.
• Adaptable to changing priorities and processes.
• Comfortable working with numbers and reporting.
• Strong follow-through and attention to detail.
• Team-oriented and willing to assist wherever needed.
• Positive attitude and willingness to learn.