Inside Sales Admin Support

Job title: Inside Sales Admin Support

Type of employment: Full-time

A structured administrative support role focused on keeping open quotes and proposals moving through consistent, systematic email follow-ups. You'll work inside the company's email database system to send follow-up messages on open job codes/quotes, set boomerang/snooze reminders for the next touchpoint, and route any client replies to the inside sales team, so sales reps can focus on presenting quotes and handling deeper customer questions.

About the Employer:

A family-owned commercial service contractor serving Northern California, providing maintenance and service support across Lighting, Electrical, Plumbing, and Mechanical departments.

Company core values:

• Excellence
• Vision
• Respect
• Communication
• Ownership

Objectives of this role:

• Maintain consistent, high-volume follow-up cadence on open quotes/proposals
• Increase client response rates through timely email follow-ups
• Reduce workload on the inside sales team by owning the follow-up process end-to-end
• Ensure every open quote is tracked and followed up on until a response is received

Responsibilities:

• Run a report to identify all currently open job codes / open quotes
• Work from a provided list to locate the most recent customer email thread
• Send proactive follow-up emails aligned to the original quote/proposal context
• Set boomerang/snooze reminders so the email returns in 1–2 weeks for the next follow-up
• Maintain follow-up consistency across multiple rounds (often 2–10+ follow-ups, sometimes up to 15)
• Review quote details and ensure follow-up messaging is accurate and relevant
• Assign/respond to workflow:
  • No direct dialogue with clients
  • If a client replies, assign the message to the inside sales team for handling
• Maintain clean organization and process adherence within the email database system

Required skills and qualifications:

• Strong written communication skills (clear, professional, concise follow-ups)

• High attention to detail and consistency (accurate threading, timing, and follow-up scheduling)
• Comfortable working in structured, repetitive workflows with high volume
• Strong organizational skills and ability to track many open items without missing follow-ups
• Proficiency with email systems and inbox management tools (boomerang/snooze functionality)
• Comfortable generating and working from reports/lists inside a system
• Ability to follow process closely and operate independently with minimal oversight

Preferred skills and qualifications

• Experience supporting inside sales teams (quote/proposal follow-ups, CRM/email database workflows)
• Experience using ChatGPT to draft and refine email follow-ups based on prior email context
• Familiarity with systematic outbound follow-up processes and sales pipeline hygiene