Administrative Support with Sales & Communication Focus

Overview: We are looking for a highly motivated, detail-oriented, and proactive individual to join our team as a Remote Administrative Support Specialist with a focus on high level admin support and sales. This role requires a balance of administrative duties, effective communication, and active sales involvement. The ideal candidate will assist with daily office tasks, manage and respond to emails on behalf of the business owner, and take the lead on sales activities by prospecting and making sales calls. Additionally, the individual will ensure that the General Manager is kept up-to-date with the latest developments throughout the day.

Key Responsibilities:

1. Administrative Support:

• Manage daily office tasks such as scheduling meetings, organizing files, and handling basic administrative duties.
• Maintain and organize digital files, ensuring proper document management across various platforms
• Handle the owners calendar, schedule appointments, and coordinate meetings or events.
• Process incoming and outgoing communications, including managing emails and phone calls.
• Prepare and format documents, reports, and presentations as needed.
• Maintain and update the CRM system with relevant data, including client interactions and sales leads.

2. Email Management & Response:

• Read, prioritize, and respond to the owners emails on their behalf with clear instructions and responses.
• Draft professional and timely email replies for the owner, ensuring all inquiries are handled efficiently.
• Forward important emails to the owner for review and response, providing context and brief summaries.
• Keep the owner informed of any urgent matters or requests from clients, team members, or partners.

3. Sales Support & Prospecting:

• Lead outbound sales activities, including prospecting, cold calls, and follow-ups with potential clients.
• Identify and generate sales leads via research, phone calls, and emails.
• Present and sell company services to new prospects, addressing their needs and providing customized solutions.
• Qualify leads and determine their interest and potential in working with the company.
• Track and report on sales metrics and customer interactions within the CRM.
• Prepare proposals, contracts, and other necessary sales documents.
• Help maintain and grow relationships with existing clients, ensuring customer satisfaction and retention.

4. Communication & Reporting:

• Keep the General Manager updated throughout the day on key developments, tasks, and any issues that arise.
• Provide daily summaries to the General Manager about sales activities, project updates, or changes to schedules.
• Communicate key information or changes to the team, ensuring alignment across all departments.
• Share reports, feedback, and insights from clients or prospects with the owner and General Manager.
• Act as a liaison between the owner, General Manager, and clients to ensure smooth communication and prompt responses.

5. Customer Service & Relationship Management:

• Handle customer inquiries, providing exceptional service and ensuring clients needs are addressed promptly.
• Assist in the onboarding process for new clients and ensure a smooth transition from sales to service delivery.
• Address any customer issues, complaints, or concerns, escalating as necessary.

6. Additional Tasks & Special Projects:

• Support ad hoc projects and tasks as assigned by the owner or General Manager.
• Help with team coordination, process improvements, and system management as needed.
• Assist in any additional tasks to enhance the overall operation of the business.

Skills & Qualifications:

• Experience:
• 3+ years of experience in administrative support, sales, or a similar role (remote work experience is a plus).
• Proven success in sales, with experience in prospecting, cold calling, and client relationship management.
• Strong understanding of sales processes, including lead generation, qualification, and closing.
• Ability to prioritize and manage multiple tasks effectively in a fast-paced environment.
• Technical Skills:
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets, etc.), and CRM software
• Experience using email marketing tools, project management software (Asana, Trello, Monday.com), and communication platforms (Slack, Zoom, etc.).
• Strong internet research and data entry skills.
• Communication & Interpersonal Skills:
• Excellent written and verbal communication skills with a professional tone.
• Ability to represent the owners voice in email correspondence and phone calls.
• Strong customer service orientation, with the ability to handle inquiries and resolve issues.
• Organizational Skills:
• Ability to manage tasks and deadlines while maintaining attention to detail.
• Strong problem-solving skills and ability to take initiative.
• Personal Traits:
• Self-motivated and proactive with minimal supervision.
• Highly organized with the ability to manage multiple priorities simultaneously.
• Strong work ethic and commitment to confidentiality and professionalism.

Preferred Qualifications:

• Sales experience in a B2B environment.
• Experience with email marketing, social media outreach, or other digital sales channels.
• Knowledge of invoicing, contracts, and general business processes.