The Role
Provides administrative and operational support to sales teams by managing CRM and service-management records, customer communications, proposals, inspection-to-deficiency sales workflows, reporting, campaigns, events, onboarding documentation, and follow-up. Coordinates with customers, technicians, operations, accounting, and sales representatives while maintaining accurate records in ServiceTrade and Salesforce. Also supports reception, inbound service requests, collections documentation, meetings, and general administrative projects.
Summary Generated by Built In
Sales Administrator
Job Description
Responsibilities include but are not limited to:
Job SummaryThe Sales Administrator provides administrative and operational support to the Sales Team to improve customer service, streamline sales processes, and maximize sales opportunities. This position plays a key role in supporting sales activities through the effective use of ServiceTrade, Salesforce, and other company systems while ensuring timely communication with customers and internal departments.
Sales Support- Provide day-to-day administrative support to the sales team to improve efficiency and responsiveness.
- Assist sales representatives with customer follow-up and general account support.
- Support collection efforts by coordinating with customers and internal accounting personnel regarding outstanding invoices.
- Serve as a liaison between customers, sales representatives, operations, and administrative departments to ensure timely communication and resolution of issues.
- Track customer requests, sales initiatives, and marketing activities to ensure timely completion and follow-up.
- Coordinate logistics for customer appreciation events, trade shows, networking events, lunch-and-learns, and other sales and marketing initiatives.
- Assist in preparing marketing materials, customer communications, registration lists, promotional items, and event documentation.
- Participate in off-site marketing events and industry trade shows to support the sales team, assist with event setup and logistics, engage with customers and prospects, and ensure accurate capture of leads and follow-up activities.
- Facilitate the inspection-to-deficiency sales process from report completion through proposal preparation.
- Download and organize inspection reports from BuildingReports.
- Review inspection reports and historical service information to assist with identifying repair opportunities.
- Research customer inspection and repair history to support proposal development.
- Assist with preparing material quotations and pricing for deficiency repairs.
- Coordinate with technicians, inspectors, and sales representatives to ensure complete and accurate proposal information.
- Monitor outstanding inspection reports and follow up to help ensure timely proposal delivery.
- Assist with customer setup and maintenance within ServiceTrade.
- Create, update, and maintain customer information, contacts, and service locations.
- Support job setup activities, including emergency service calls and Time & Material (T&M) work orders.
- Assist with preparing service proposals, inspection proposals, deficiency quotations, and contract renewals within ServiceTrade.
- Upload supporting documentation, drawings, inspection reports, and customer files.
- Ensure customer records remain accurate and current.
- Assist with monitoring proposal status and following up on pending approvals.
- Generate reports and provide administrative support for ServiceTrade workflows as requested.
- Create and maintain Salesforce records, including:
- Accounts
- Properties
- Opportunities
- Contacts
- Campaigns
- Support the creation, maintenance, and tracking of Salesforce Campaigns, including customer lists, campaign member updates, event tracking, and reporting.
- Assist with planning, organizing, and documenting marketing campaigns within Salesforce to ensure accurate reporting and lead attribution.
- Maintain accurate customer and prospect information.
- Update opportunity stages and sales activity as directed by the sales team.
- Perform routine data maintenance to ensure CRM accuracy and data integrity.
- Update Salesforce with approved opportunities extracted from ServiceTrade.
- Assist with CRM reporting, dashboards, campaign metrics, and sales pipeline tracking.
- Support sales managers with data entry, reporting, dashboard updates, and campaign analytics.
- Obtain and maintain customer setup documentation.
- Collect all required documentation for new service agreements and contract setups.
- Coordinate customer onboarding activities with internal departments.
- Follow up on active customer projects and initiatives to ensure timely completion.
- Assist customers with proposal questions, documentation requests, and administrative needs.
- Monitor customer portals and upload proposals, contracts, and supporting documentation as required.
- Provide phone coverage and reception support during scheduled rotations and lunch periods.
- Receive inbound service requests when sales representatives are unavailable or unassigned and ensure proper routing.
- Assist with lien review documentation and collection support.
- Organize and maintain electronic and paper files for customer records and sales documentation.
- Prepare correspondence, reports, spreadsheets, and other administrative documents.
- Support department meetings by preparing agendas, reports, and meeting materials.
- Perform other administrative duties and special projects as assigned.
- High school diploma required.
- Bachelor’s degree preferred.
- Strong organizational and time management skills with the ability to manage multiple priorities.
- Excellent verbal and written communication skills.
- Strong attention to detail and accuracy.
- Customer-focused with a professional and positive attitude.
- Proficient in Microsoft Office Suite, including Excel, Outlook, and Word.
- Experience with ServiceTrade, Salesforce, or other CRM/service management platforms preferred.
- Ability to work independently while collaborating effectively with cross-functional teams.
- Strong problem-solving and follow-up skills.
- Ability to maintain confidentiality and exercise sound judgment.
- 5+ years of sustomer service experience
- 3+ years of project coordination or project support experience
- Salesforce software preferred
- Office setting, including sitting, occasional bending, walking, and viewing computer screens or documents.
Skills Required
- High school diploma
- Bachelor's degree
- Strong organizational and time management skills
- Excellent verbal and written communication skills
- Strong attention to detail and accuracy
- Customer-focused professional attitude
- Proficiency in Microsoft Office Suite, including Excel, Outlook, and Word
- Experience with ServiceTrade, Salesforce, or other CRM/service management platforms
- Ability to work independently and collaborate cross-functionally
- Strong problem-solving and follow-up skills
- Ability to maintain confidentiality and exercise sound judgment
- 5+ years of customer service experience
- 3+ years of project coordination or project support experience
- Salesforce software experience
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The Company
What We Do
Allied Fire Protection is dedicated to protecting lives and property through expert fire protection solutions. From our corporate headquarters in Houston, we proudly serve communities across Austin, San Antonio, Laredo, the Rio Grande Valley, Dallas/Fort Worth, Tampa, and Nashville — delivering safety, reliability, and peace of mind wherever we go.
