Sales Support Specialist

CEA Sales Support Specialist Job Description

Reporting directly to the Senior Sales Support Specialist, the primary duties will be the following:

1. Acknowledgment of Business Development requests
2. Ensure Project Intake Form (PIF) is properly filled out by Business Development
3. Create ID # in the Proposal ID tracker for all proposals and fill out all necessary fields in the tracker in a daily basis
4. Manage the execution (approval/signature) of client contracts/agreements on behalf of CEA
5. Collaborate with client's legal team for the review and approval of NDAs/MSAs
6. Record and maintain client contract documentation such as NDAs, Master Service Agreements, Work Orders, etc.
7. Track expiration date of important commercial documents
8. Coordinate and lead hand-off meetings with the execution team for each project/deal
9. Fill out the Execution Project Intake Form with the scope of work, billing terms and other important information
10. Support Business Development to ensure that the CRM database (Hubspot) is reviewed regularly, and that new information and notifications are updated in CRM (accounts, create deals, etc.)
11. Create project code in the ERP system (Deltek) with an emphasis on billing terms and budget features
12. Understand project profitability estimation
13. Collaborate with the Project Management team to resolve billing terms and invoicing discrepancies
14. Trigger deposit invoices, manage invoice follow-ups, and collaborate with finance as needed
15. Coordinate with finance regarding invoice follow-ups – manage AR follow ups with clients to resolve invoice's errors to ensure payment is received on time
16. Create an archive of project/company references to be used on RFP (bid) responses
17. Manage the Vendor Registration process and Certificate of Insurance for new customers, as applicable
18. Create and Maintain High-Value Customer PPTs for Business Development
19. Manage 3rd Party Lab Work paperwork for required projects, as applicable
20. As competency and familiarity with CEA's business grow, take over routine email correspondence (meeting coordination, thank you notes, sending out proposals and marketing material, etc.), as appropriate and directed by Business Development
21. As requested, produce reports and presentations for client or internal meetings
22. Manage the onboarding and training support for new team members
23. Work collaboratively as a commercial team member to meet sales goals, achieve operational excellence as a Commercial Team, and grow the business
24. Manage Support routine and ad-hoc Business Development activities, research, and administrative tasks, as requested
25. Develop a foundational knowledge of CEA's services – why, when for who – to enhance the support offered to the Business Development team member
26. Handle client complaints to improve client's experience with CEA when applicable
27. Follow up on project execution to ensure projects meet "special" deadlines to create upselling opportunities with client
28. Collaborate with execution to understand what went well at project completion to support Business Development activities

Qualifications/Requirements:

• 3–5+ years of Sales Support Administration, Inside Sales or similar role experience, or Bachelor's Degree in business administration/communications
• 2+ years of direct renewable energy industry, Photovoltaic, and/or Energy Storage experience preferred
• "Can do"/"Get it done" attitude
• Must be self-motivated with an ability to balance multiple projects under tight deadlines
• Demonstrate a high level of proficiency in the use of the English language with strong communications skills – in oral and written forms (email, PPT, MS Word, Excel) and verbal (phone)
• Possess good problem solving, organizational skills, and exceptional attention to detail
• Strong interpersonal skills and experience in working with interdisciplinary teams of colleagues and external parties
• Skilled in multitasking and concurrently managing multiple projects
• Experience booking travel
• Experience creating professional-client deliverables
• Ability to work in a fast-paced start-up environment
• Result-oriented, reliable, and proactive work ethic
• Knowledge of CRM software, specifically Hubspot and/or Deltek is a plus