Sales Assistant

Sales Assistant

The Sales Assistant is a key administrative support position responsible for helping the Sales Department operate efficiently and professionally. This position requires someone who is highly organized, detail-oriented, dependable, proactive, and comfortable managing multiple priorities. The ideal candidate will be a strong communicator who enjoys working with customers, vendors, and internal team members and is capable of handling both routine administrative responsibilities and time-sensitive sales support tasks. This is a hands-on position where accuracy, follow-through, organization, and initiative are essential.

Customer Service & Front Desk Support

• Answer incoming phone calls promptly, professionally, and courteously.
• Direct calls to the appropriate team member.
• Provide a warm, professional customer experience and ensure clients receive appropriate assistance.
• Follow up with clients and leads as directed by the Director of Sales or Sales Executives
• Maintain professional communication with customers, vendors, and team members.

Sales & CRM Support

• Enter and maintain customer and prospect information in HubSpot CRM.
• Track customer activities, opportunities, follow-ups, and sales activity.
• Assist with tracking and following up on new business opportunities and client leads.
• Generate and distribute sales reports through HubSpot or applicable software.
• Maintain organization across sales inboxes, project notes, task lists, and customer records.
• Assist the Director of Sales with administrative tasks and special projects.
• Complete daily activity reporting as required.

Administrative Support

• Provide administrative support to the Director of Sales and Sales Department, including filing, scanning, copying, data entry, and document organization.
• Create, edit, and maintain documents, spreadsheets, reports, and other business materials.
• Utilize Google Workspace, Microsoft Excel, and other software applications to complete assigned tasks.
• Maintain organized digital files, project documents, and photo libraries.
• Update and maintain company templates, including Project Cost Worksheets (PCWs) and proposals.
• Help coordinate communications between customers, vendors, sales team members, and other departments.
• Assist with research, freight quotes, receivables, and other administrative projects as needed.

Accounts Receivable Support

• Assist with accounts receivable activities.
• Contact customers regarding outstanding balances in a professional and courteous manner.
• Maintain accurate records of customer follow-up and payment-related communications.
• Escalate issues to the appropriate team member when necessary.

Customer Reviews & Reputation Management

• Request and follow up on customer reviews through HubSpot, Google, or other applicable review platforms.
• Maintain professional customer communications throughout the review-request process.
• Help support the company's reputation and customer satisfaction initiatives.

Project & Sales Support

• Research new suppliers and products to support project development and estimates.
• Confirm and update current list pricing for accessories, equipment, materials, and other items.
• Assist with gathering information required for estimates and proposals.
• Assist with project-related administrative requirements as directed by the Sales Director.

Market & Construction Research

• Monitor and research Crane Watch and other relevant South Florida construction and development resources.
• Identify potential new commercial and residential business opportunities.
• Extract and organize relevant project information for the Sales Department.
• Maintain accurate records of prospective projects and opportunities.

Qualifications & Requirements

The successful candidate should possess:

• Proven experience as an administrative assistant, sales assistant, office administrator, or in a similar role.
• CRM experience required; HubSpot experience strongly preferred.
• Excellent organizational and time-management skills.
• Strong attention to detail and a high degree of accuracy.
• Ability to prioritize and manage multiple projects and deadlines simultaneously.
• Excellent written and verbal communication skills.
• Strong interpersonal and customer service skills.
• Being bilingual is a plus.
• Experience in construction is a plus.
• Proficiency with Google Workspace, including Gmail, Google Calendar, Google Docs, and Google Sheets.
• Working knowledge of Microsoft Excel or similar spreadsheet software.
• Ability to learn and utilize new software and technology quickly.
• Strong problem-solving and research skills.
• Ability to work independently while also functioning effectively as part of a team.
• Professional appearance and demeanor.
• High school diploma or equivalent required; additional education preferred.

Personal Characteristics

We are looking for someone who is:

• Dependable: Consistently follows through and completes assignments on time.
• Detail-Oriented: Takes pride in accuracy and understands that small errors can have significant consequences.
• Organized: Can keep track of multiple projects, deadlines, customers, and priorities.
• Proactive: Looks for ways to solve problems and improve processes rather than waiting to be told what to do.
• Professional: Represents the company positively in every interaction with customers, vendors, and colleagues.
• Communicative: Provides clear, timely, and professional communication.
• Adaptable: Comfortable changing priorities and handling a variety of responsibilities throughout the day.
• Team-Oriented: Willing to assist wherever needed and understands that no task is too large or too small.
• Customer-Focused: Takes ownership of creating a positive experience for every customer.
• Strong Work Ethic: Arrives prepared, works efficiently, takes ownership of responsibilities, and consistently strives to do the job correctly the first time.

Systems & Technology

The Sales Assistant will work with a variety of business systems, including:

• HubSpot CRM.
• Google Workspace.
• Google Sheets.
• Microsoft Excel.
• QuickBooks.
• Service Fusion.
• Zoom.
• Google Reviews and other review platforms.
• South Florida Business Journal's Crane Watch.
• Other company-specific software and systems.

Training will be provided on company-specific systems and procedures.

Why Join Us?

• Competitive Compensation: Competitive pay with opportunities for bonus compensation.
• Health Benefits: Comprehensive health insurance program.
• Paid Time Off: Including holidays, sick time, and personal time.
• Ongoing Training: Formal internal training and opportunities to develop industry knowledge.
• Career Advancement: Significant opportunities for professional growth and advancement.
• Established Systems: Work within an established organization with proven processes and technology.
• Strong Customer Base: Serve a loyal and growing customer base throughout South Florida.
• Industry Leadership: Join a recognized leader in the luxury wellness industry.
• Supportive Leadership: Work alongside an experienced team committed to growth and successful project execution.
• Company Perks: Employee recognition programs and company events.

Background

• Must be able to successfully pass a background check.
• Must be capable of handling confidential and sensitive business and customer information professionally.

Physical & Workplace Expectations

This is primarily an office and administrative position; however, the employee may occasionally be required to visit project