Sales Admin Specialist

About the Opportunity

Are you the organized, detail-oriented person who keeps everything moving behind the scenes?
We are looking for a proactive and highly organized Sales Administrative Specialist to support our sales team and help keep our growth pipeline running smoothly.
In this role, you'll sit at the intersection of sales, administration, and operations. You'll help manage prospect information, coordinate communications, keep our CRM accurate, prepare sales documentation, and ensure our sales representatives have everything they need to move opportunities forward.
Your work will directly support our sales team's ability to spend less time on administrative tasks and more time building relationships and closing deals.
If you're someone who enjoys creating order, keeping track of details, following up on outstanding items, and making sure nothing falls through the cracks, this could be a great fit.

Key Responsibilities

CRM & Sales Data Management

• Maintain accurate and up-to-date prospect and customer information in the CRM.
• Log prospect communications, activities, follow-ups, and deal updates.
• Track contract stages, sales activity, and key pipeline information.
• Perform accurate data entry and regularly identify and correct incomplete or inconsistent records.

Lead Coordination

• Review incoming sales inquiries and ensure prospect information is complete and accurate.
• Assist with initial lead qualification and route opportunities to the appropriate sales representative.
• Coordinate discovery calls, demos, meetings, and other sales activities.
• Ensure leads receive timely follow-up and are properly documented throughout the sales process.

Sales Documentation

• Prepare, review, and distribute standard sales quotes, proposals, agreements, and related documentation.
• Verify pricing, terms, required information, and internal approvals before documents are sent.
• Track outstanding signatures, forms, and supporting documentation.
• Maintain organized records of sales documents throughout the deal lifecycle.

Sales Team Support

• Serve as a reliable administrative partner to sales representatives.
• Coordinate communication between prospects, clients, and internal sales team members.
• Follow up with prospective clients regarding missing information, signatures, documents, or onboarding requirements.
• Help sales representatives stay organized and focused on high-value activities.

Reporting & Sales Operations

• Compile weekly sales activity reports and performance metrics.
• Monitor team activity and progress toward revenue targets.
• Identify delays, recurring administrative issues, and operational bottlenecks.
• Provide sales leadership with accurate information that can help improve pipeline management and team efficiency.

What We’re Looking For
We're looking for someone who is organized, dependable, detail-oriented, and comfortable working in a fast-paced sales environment.
Ideal candidates will have:

• Previous experience as a Sales Administrator, Sales Operations Assistant, Sales Coordinator, or similar role supporting a sales team.
• Hands-on experience with CRM platforms such as Salesforce, HubSpot, Zoho, or similar systems.
• Strong proficiency with modern office productivity and communication tools.
• Exceptional organizational and time-management skills.
• Ability to prioritize multiple time-sensitive tasks without losing attention to detail.
• Excellent written and verbal English communication skills.
• Strong attention to detail, particularly when working with contracts, pricing, numbers, and client information.
• Strong follow-up skills and the ability to keep multiple deals moving simultaneously.
• Ability to work independently and take ownership of routine reporting and administrative responsibilities.
• A reliable, results-focused approach and a willingness to proactively identify problems before they become obstacles.
• Spanish-speaking ability is a plus.
• What Success Looks Like
• In this role, you'll help ensure that:
• Sales data stays accurate and current.
• Leads are properly assigned and followed up with.
• Sales representatives have the information and documents they need.
• Proposals, agreements, and contracts move efficiently through the process.
• Outstanding documents and signatures don't fall through the cracks.
• Sales leadership has reliable pipeline and performance information.
• Administrative bottlenecks are identified and resolved quickly.

Why This Role Matters
Great sales teams need more than great salespeople—they need great operations behind them.
Your organization, follow-through, and attention to detail will help our sales team operate more efficiently, improve the prospect experience, and keep opportunities moving from initial inquiry to closed deal.

How to Apply
If you excel at keeping sales teams organized, maintaining accurate systems, coordinating details, and keeping deal pipelines moving, we'd love to hear from you.

Please submit your resume in English along with a brief statement highlighting your experience supporting sales operations and managing CRM systems.