Administrative Assistant / Sales & Mktg Coord chez None

Administrative Office Assistant, Sales & Marketing Coordinator 

Reports To: Administrative Manager

Job Summary 

The Administrative Office Assistant & Sales/Marketing Coordinator has a pivotal role, responsible for overseeing the daily administrative operations of the office while simultaneously providing comprehensive support to the Sales and Marketing departments. This dual role requires exceptional organizational, communication, and multitasking skills, with a keen eye for detail and a proactive, results-oriented approach to both office management and business development support.

Key Responsibilities 

1. Office Administration & Operations Management 
   •  Office Management:
     1. Oversee and manage the general day-to-day administrative functions of the office.
     2. Ensure the office environment is organized, maintained, and operating smoothly.
     3. Manage office supplies inventory, purchasing, and vendor relations (e.g., cleaning services, utilities, technology providers).
     4. Serve as the primary point of contact for external vendors and building management.
   • Administrative Support:
     1. Manage executive calendars, schedule meetings, and coordinate complex travel arrangements.
     2. Prepare and edit correspondence, communications, presentations, and other documents.
     3. Manage incoming and outgoing communications, including mail, email, and phone calls, directing inquiries appropriately.
     4. Maintain organized physical and electronic filing systems.
     5. Research and analysis projects for Senior Management.

2. Sales & Client Support Coordination 
   •  Sales Process Support:
     1. Assist the Sales Team with preparing quotes, bids, proposals, and presentation materials.
     2. Manage and maintain the Customer Relationship Management (CRM) system (i.e., Salesforce), ensuring data accuracy and integrity.
     3. Track sales leads, update pipeline status, and generate regular sales reports for management review.
     4. Coordinate client meetings, site visits, DEMO schedule, and follow-up communications
   • Client Relations:
     1. Function as secondary point of contact for key clients, fielding inquires and ensuring high-quality customer service. 
     2. Process and track sales orders, ensuring all necessary documentation is completed. 

3. Marketing & Communications Coordination 
   •  Content & Campaign Support:
     1. Assist the Marketing team with the coordination and execution of marketing campaigns (e.g., email blasts, direct mail, social media scheduling).
     2. Coordinate the production of marketing materials, including liaising with external designers, printers, and vendors.
     3. Maintain and update the company website and social media channels with fresh content as directed.
   • Event Management:
     1. Plan, coordinate, and execute logistics for company events, trade shows, conferences, and internal meetings.
     2. Manage event budgets, vendor contracts, and promotional materials.
   • Analytics:
     1. Gather and track basic marketing metrics (e.g., email open rates, website traffic) to assist with reporting campaign effectiveness.

Required Qualifications 

• Education: Associate or bachelor’s degree in business administration, Marketing, Communications, or a related field preferred.
• Experience:
  1. Minimum of [3-5] years of experience in an administrative or office management role.
  2. Prior experience supporting a Sales and/or Marketing team is required.
• Technical Skills:
  1. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential.
  2. Demonstrable experience with CRM software (e.g., Salesforce).
  3. Familiarity with marketing platforms (e.g., Mailchimp, Hootsuite) is a plus.

• Key Competencies 
  • Exceptional Organizational Skills: Ability to manage multiple projects, prioritize tasks, and meet deadlines in a fast-paced environment.
  • Strong Communication: Excellent verbal and written communication skills, professional phone etiquette, and the ability to interact effectively with all levels of staff, clients, and vendors.
  • Proactive & Resourceful: Self-motivated, with a strong ability to take initiative and solve problems independently.
  • Attention to Detail: Meticulous and highly accurate in all tasks, especially when managing data and financial information.
  • Confidentiality: Proven ability to handle sensitive information with discretion and integrity.