Sales Administrator

Job title: Sales Administrator

Type of employment: Full time

Shift Schedule: 8:00 AM-4:30 PM Pacific time (30-minute unpaid lunch)

We are seeking a highly organized, tech-savvy, and proactive Sales Administrator to support our sales team by managing administrative workflows, maintaining CRM accuracy, coordinating client-facing documentation, and ensuring timely responses across sales operations.

The ideal candidate is a self-starter who learns quickly, operates effectively with minimal supervision, and takes ownership of their responsibilities. They should be adaptable, resourceful, and comfortable taking on tasks outside their core responsibilities when needed. We are looking for someone who is eager to learn new skills, embraces new challenges, and is committed to continuous growth and development within the role and the organization.



About the Company:

The company designs and produces corporate team-building events for companies that want more engaged, connected, and energized teams. The company offers 40+ team-building activities nationwide and supports clients through planning, event management, logistics, and facilitation. The company's vision is to help clients nurture happy, healthy, and engaged employees.

Company core values:

• Everybody Plays
• Be Awesome Humans
• The Golden Experience
• Fast and Curious
• Autonomy and Ownership
• Continuous Learning

Objective of this role:

• Support the sales team by managing administrative and operational responsibilities
• Maintain a highly organized and accurate CRM environment
• Ensure fast turnaround times for proposals, contracts, and client requests
• Help manage and prioritize sales communications and inbox workflows
• Improve sales efficiency through strong organization, documentation, and process management
• Deliver an exceptional client experience through responsiveness and attention to detail

Responsibilities:

Sales Support Administration

• Support the Lead Salesperson and sales team with day-to-day administrative tasks
• Create and prepare client proposals, contracts, agreements, and PDF documents based on provided specifications
• Manage contract revisions and ensure timely delivery of client-facing documents
• Coordinate administrative support for sales-related projects and initiatives

Inbox & Communication Management

• Monitor and manage sales inboxes, including sorting, flagging, routing, and responding to communications as appropriate
• Track client inquiries and ensure timely follow-up
• Help maintain rapid response times that support excellent customer service
• Escalate priority communications when necessary

CRM & Database Management

• Maintain accurate records within HubSpot and other internal systems
• Update contact information, deal stages, notes, activities, and client records
• Monitor CRM hygiene and ensure data accuracy
• Support reporting and visibility into sales activities and pipelines

Organization & Process Management

• Maintain spreadsheets, trackers, shared files, and operational documentation
• Track follow-up activities and ensure tasks are completed on schedule
• Organize information and workflows to support efficient sales operations
• Assist with process documentation and continuous improvement initiatives

Client-Facing Documentation

• Ensure proposals, contracts, and client materials are accurate, professional, and error-free
• Review documents for completeness, formatting, and consistency
• Coordinate updates and revisions as requested by the sales team
• Support the creation of client-ready materials and communications

Business Support & Special Projects

• Assist with additional administrative projects as business needs evolve
• Support activities such as permit coordination, research, documentation, file management, and operational support when needed
• Adapt to changing priorities and contribute to new responsibilities as the company grows
• Participate in process improvement initiatives that increase efficiency and scalability

Required skills and qualifications:

• Experience supporting sales teams, client service teams, or business operations functions
• Experience creating proposals, contracts, client-facing documents, or similar administrative deliverables
• Experience using CRM platforms such as HubSpot, Salesforce, Zoho, Pipedrive, or similar systems
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Strong proofreading and document quality control abilities
• Ability to learn new systems and processes quickly
• Strong time management and task prioritization skills
• Ability to work independently with minimal supervision
• Comfortable handling multiple priorities in a fast-paced environment
• Proficiency with Google Workspace (Gmail, Docs, Sheets, Drive)
• Experience working with spreadsheets, PDF workflows, and cloud-based business tools
• Reliable internet connection and professional remote work setup

Preferred skills and qualifications

• Prior admin support experience in Event, hospitality, or team-building industry experience is a plus but not required.
• Comfortable working in a creative, fast-paced service business