Sales Admin

Sales Admin

Zero Impact Solutions is an end-to-end renewable energy provider. We design, finance, build and maintain EV charging, fleet electrification, solar microgrid, battery energy storage and hydroponic systems for commercial and enterprise clients – and we handle every step in-house: sales, provisioning, design and engineering, contracting and construction, servicing and maintenance. We are a licensed C-10 contractor with construction crews across California, and our projects are backed by state and utility incentive programs that provide a steady, reliable flow of revenue.

We are growing fast and we run lean. If you want to work on real infrastructure with a small, fast-moving team – and you like using technology to get more done – we want to speak with you.

The Sales Admin is the operational engine behind our sales team. You own the systems, data and project cadence that turn a signed proposal into a funded, permitted and built project: keeping our CRM accurate, our rebate applications on schedule, our customers informed, and our sales reps focused on selling. This is not a clerical position. We are looking for someone who thinks like a business analyst, works like a project manager, and uses AI tools every day to work faster.

You will support deal flow directly (proposals, quotes, customer follow-up), manage a caseload of active projects across sales, engineering, incentives and construction, and continuously improve how the sales organization operates.

How your time is spent:
Sales Support & Deal Flow (40%)
· Project Management (35%)
· CRM, Data & AI-Driven Process Improvement (25%)

What you'll do:

Sales support & deal flow (40%)

• Build and send proposals, quotes and follow-up materials for the sales team; keep proposal templates, pricing sheets and collateral current.
• Qualify inbound leads, schedule discovery calls and site assessments, and keep the pipeline moving with timely, professional follow-up by phone and email.
• Prepare RFP/RFQ and bid responses: track requirements, assemble documents, coordinate inputs from engineering and construction, and submit on time.
• Prepare, submit and track incentive and rebate applications (CALeVIP, utility make-ready programs, LCFS registration) – these deadlines directly affect revenue.
• Support contract execution: assemble agreements, route for signature, collect site documentation, and hand projects off cleanly to engineering and construction.
• Serve as a point of contact for customers, utilities and partners during the sales-to-construction transition.

Project management (35%)

• Own a caseload of active projects from signed proposal through construction kickoff; maintain milestone schedules, deadlines and current status for each.
• Run weekly status reviews with sales, engineering, incentives and construction; publish clear status reports and action items.
• Track risks, issues and dependencies (permits, utility interconnection, rebate approvals, equipment lead times) and escalate early.
• Keep project trackers, documentation and dashboards accurate in Salesforce and Smartsheet so leadership always knows where every deal stands.

CRM, data & AI-driven process improvement (25%)

• Administer and improve our Salesforce CRM: data accuracy, custom fields, validation rules, record-triggered flows, reports and dashboards.
• Use AI tools daily (ChatGPT, Microsoft Copilot, Salesforce Einstein) to draft proposals and customer communications, summarize RFPs and program guidelines, research prospects, and clean and analyze data.
• Automate repetitive work with Salesforce Flows, Smartsheet automations, Zapier/Power Automate or simple scripts – and measure the time saved.
• Build and maintain sales and pipeline reporting (conversion rates, proposal turnaround, rebate status, project…