Executive Assistant / Sales Support

Job Description

Job Description

Position Summary

The Sales Executive Assistant supports the sales organization in all administrative and customer-facing functions that drive new business acquisition. This role maintains and updates proposal templates, prepares and customizes proposals for potential clients, assists with bid packages, vendor portals, maintains CRM database, manages sales documents , and facilitates communication between prospects, new clients, operations, and leadership. The position is essential to ensuring a professional, efficient, and responsive sales process within a commercial cleaning environment.

Key Responsibilities

Sales Support and Coordination

• Prepare, format, and submit proposals, RFP responses, and service agreements for janitorial services.
• Assist with completing bid packages.
• Schedule sales appointments, with previous contacts through email, update calendars for the Sales Manager and Business Development team.
• Track inbound leads, assign them in the CRM.
• Maintain organized digital and physical files for all sales documentation.
• Data entry into custom software to help generate sales pricing.

CRM and Reporting

• Manage and update CRM records with accurate lead, opportunity, and pipeline data- provided by the Sales Team.
• Run sales reports for management review.
• Monitor proposal status, renewal timelines, and pending contracts; notify the sales team of required actions.

Customer and Prospect Communication

• Serve as a first point of contact for incoming sales inquiries via phone, email, or web form.
• Respond promptly to emails from prospects.
• Help maintain relationships with dormant prospects via follow up emails.

• Support customer onboarding by inputting new clients into database, collect new contract documents/ handoff to operations.

Administrative and Operational Support

• Assist in preparing marketing materials.
• Coordinate vendor forms, insurance certificates, compliance documents, and other due-diligence materials required by prospects.
• Process signed agreements and ensure proper documentation flows to operations, finance, and HR as needed.
• Organize reports into spreadsheets 
• Filing

Qualifications

Required

• High school diploma or equivalent; associate’s degree preferred.
• Minimum 2 years of administrative or sales support experience.
• Proficiency in Microsoft Office :Word and Excel is a must.
• Typing speed of 40+ wpm.
• CRM database management experience desired.
• Strong written and verbal communication skills.
• High attention to detail, accuracy, and time-management discipline.
• Strong organizational skills.
• Ability to handle multiple priorities, meet deadlines, and work independently.
• Must be able to multitask.

Key Competencies

• Professional communication.
• Proficiency in typing.
• Ability to multi task.
• Organizational discipline and documentation management.
• Detail oriented.

• Data accuracy 
• Confidentiality and discretion with client and pricing information

 

Working Conditions

• Office-based 
• Standard business hours with flexibility during proposal deadlines