Now Hiring - Gaspar's Construction, Inc. - Administrative Assistant - Sales Team Support in Seattle, WA

Full description of the position

Job Type: Full-Time, Non-exempt Reports To: Executive Team Member, but will be supporting a team of around 4-5 Position Overview: We are looking for a highly organized and proactive Administrative Assistant to support our remodeling company's sales team. This role is critical in ensuring smooth lead management, sales process coordination, marketing event support, and administrative assistance for the sales manager and team. This position plays a key role in optimizing the sales process, ensuring an exceptional client experience, and supporting the team in meeting revenue goals. Key Responsibilities: Lead Management & Sales Support: * Pre-qualify and filter incoming leads to determine project viability. * Maintain lead rotation and referral tracking. * Assist in managing the sales pipeline and ensuring timely follow-ups. * Double-check lead sources and ensure accurate data entry. * Schedule initial consultations with the best-suited sales representatives. * Track lead sources, including handyman vs. full remodel projects, project timelines, and design-build needs. * Ensure timely client intake and onboarding to provide a seamless experience. * Support proposal and estimate preparation, ensuring documents are accurate and well-formatted. HubSpot & Sales Workflow Management: * Serve as the go-to person for the sales team regarding HubSpot CRM. * Create and maintain workflows to streamline sales processes. * Ensure CRM data accuracy, auditing contact details, project timelines, and lead statuses. Salesperson-Specific Events & Client Engagement: * Assist individual salespeople in planning and executing client-focused events to build relationships and drive referrals, including: * Open houses showcasing completed projects for referrals and new leads. * Coordinate logistics, invitations, and follow-ups for salesperson-hosted events. * Manage client gifting and appreciation touchpoints. Sales Manager Assistance: * Maintain the sales agenda, scorecard, and closing percentage documents. * Track sales KPIs, including conversion rates, sales cycle length, and revenue forecasts. * Prepare and organize the sales meeting room before scheduled meetings. * Conduct competitor research to keep the team informed on market trends and industry pricing. * Assist with sales training & development, sourcing new resources and managing training logs. * Support sales calendar management, ensuring meetings, follow-ups, and events are scheduled efficiently. Sales Assistant Responsibilities: * Manage email and calendar scheduling for the sales team. * Map out design project timelines and provide scheduling support. * Work closely with the project team to ensure a smooth handoff from sales to design and construction. Other support as needed. Qualifications & Skills: * Experience in sales coordination, administrative support, or customer service, preferably in remodeling, construction, or home improvement industries. * Proficiency in CRM systems (HubSpot preferred), Microsoft Office Suite, and calendar/email management. * Strong organizational skills with the ability to multitask and prioritize. * Excellent communication and interpersonal skills for client and team interactions. * A proactive, problem-solving mindset and the ability to work independently. * Ability to occasionally work evenings or weekends for special events. * Benefits: * Medical, dental, and vision insurance. * 401k with company match after 1 year. * 10 Days Vacation and up to 5 weeks in year 11. * 11 Paid Holidays (including 4 days between Christmas and New Years day). * Cell phone allowance. * Tuition reimbursement. * Communication and sales training. * Social events and positive company culture.