Sales Administrative Assistant

Overview

Job Title: Sales Administrative Assistant (Entry Level).
Company: Whim Event Rentals.
Department: Sales.
Reports To: Director of Sales.

About the Role:

At Whim Event Rentals, great events start with great communication — and that’s where you come in. We’re looking for an entry-level Sales Administrative Assistant who enjoys staying organized, talking to people, and keeping things moving behind the scenes. This role is a key support position within our Sales team. You’ll be one of the friendly voices clients hear first, help keep contracts and payments on track, and support reporting that helps our team perform at its best.

It’s an ideal starting point for someone excited to learn the event rentals business from the ground up.

Be the Friendly First Impression

• Answer inbound calls to our showroom and direct inquiries appropriately
• Create a welcoming environment as the face of the showroom, being the consistent coverage at homebase to support existing and new clients
• Respond to emails and messages with warmth, professionalism, and clarity
• Help ensure every client feels welcomed, informed, and taken care of

Support the Sales Process

• Assist with preparing and sending rental quotes, proposals, and contracts
• Manage data entry and update customer, contract, and event details in our rental software
• Track what’s been sent, signed, paid, and still pending
• Help keep contracts organized, accurate, and moving forward
• Support the Sales team with collecting deposits and final payments, and follow up with clients regarding outstanding balances in a professional, friendly manner
• Coordinate with Accounting to ensure payments are properly recorded

• Assist with basic sales reporting and tracking
• Help maintain clean, accurate data for forecasting and commissions
• Support admin projects and data cleanup during peak seasons
• Maintain an organized showroom that reflects hospitality, professionalism, and warmth, accounting for cleanliness and presentation

• Communicate order updates between Sales, Operations, Warehouse, and Accounting
• Assist with event changes and documentation as needed
• Help ensure all details are finalized before event execution

You’ll Be a Great Fit If You…

• Enjoy talking to people and providing great customer service
• Love organization and staying on top of details
• Are comfortable handling payment-related conversations professionally
• Can juggle multiple tasks without losing your cool
• Are eager to learn and grow within a sales-driven environment

• High school diploma or equivalent required; some college a plus
• Customer service, administrative, or hospitality experience preferred
• Cash handling, invoicing, or payment follow-up experience is a plus (Training provided — we’ll set you up for success!)
• Experience with data management systems is a plus

• Fun, fast-paced environment where no two days are the same
• Supportive, collaborative team culture
• Exposure to sales, events, and operations
• Clear pathways to grow into Inside Sales, Account Management, or Operations roles

We believe details matter — and so do people. If you’re dependable, friendly, and excited to help create unforgettable events while building your career, we’d love to meet you.