Sales and Marketing Associate

Position Summary

The Sales Administrative Assistant supports the sales organization in all administrative and customer-facing functions that drive new business acquisition. This role maintains and updates proposal templates, prepares and customizes proposals for potential clients, assists with bid packages, vendor portals, maintains CRM data integrity, manages sales documentation, and facilitates communication between prospects, new clients, operations, and leadership. The position is essential to ensuring a professional, efficient, and responsive sales process within a commercial cleaning environment.

• Prepare, format, and submit proposals, quotes, RFP responses, scopes of work, and service agreements for janitorial and facilities-related services.
• Assist with compiling bid packages, including price sheets, site inspection notes, custom scopes of work.
• Schedule sales appointments, update calendars for the Sales Manager and Business Development team.
• Track inbound leads, assign them in the CRM, and ensure timely follow-up.
• Maintain organized digital and physical files for all sales documentation.
• Data entry into custom software to help generate sales pricing.

• Manage and update CRM records with accurate lead, opportunity, and pipeline data.
• Run weekly sales activity, pipeline, and forecast reports for management review.
• Monitor proposal status, renewal timelines, and pending contracts; notify the sales team of required actions.

• Serve as a first point of contact for incoming sales inquiries via phone, email, or web form.
• Respond promptly to emails from prospects.
• Help maintain relationships with dormant prospects via email.

• Assist in preparing marketing materials.
• Coordinate vendor forms, insurance certificates, compliance documents, and other due-diligence materials required by prospects.
• Process signed agreements and ensure proper documentation flows to operations, finance, and HR as needed.
• Organize reports into spreadsheets and filing.

• High school diploma or equivalent; associate’s degree preferred.
• Minimum 2 years of administrative, customer service, or sales support experience (preferably in a service-based or facilities/cleaning environment).
• Proficiency in Microsoft Office (Word, Excel) and CRM systems.
• Strong written and verbal communication skills.
• High attention to detail, accuracy, and time-management discipline.
• Strong organizational skills.
• Ability to handle multiple priorities, meet deadlines, and work independently.

• Experience in administrative support roles.

• Professional communication and customer service.
• Proficiency in typing.
• Organizational discipline and documentation management.
• Data accuracy and CRM management.
• Confidentiality and discretion with client and pricing information.

• Office-based.
• Standard business hours with flexibility during proposal deadlines.