Administrative Sales Assistant
The Administrative Sales Assistant provides day-to-day administrative, operational, and customer-facing support to the operations team. This role helps keep the sales process organized and efficient by managing documentation, updating CRM records, coordinating meetings, preparing sales materials, and supporting customer communications. The ideal candidate is highly organized, detail-oriented, comfortable with software tools, and able to support a fast-paced sales environment with professionalism and accuracy.
Key Responsibilities
- Provide administrative support to sales representatives, account executives, sales managers, and leadership as required.
- Prepare, format, and track sales documents, including quotes, proposals, order forms, contracts, renewal notices, and customer correspondence.
- Maintain accurate customer, prospect, opportunity, and activity records in the CRM system.
- Coordinate sales meetings, demos, customer calls, internal reviews, and follow-up activities.
- Assist with preparing sales presentations, product information packages, pricing summaries, and reports.
- Respond to customer inquiries, route requests to the appropriate sales or technical contact, and follow up on outstanding items.
- Support the processing of purchase orders, subscriptions, renewals, invoices, and contract documentation in coordination with finance and operations teams.
- Track sales activity, pipeline updates, customer communications, and key deadlines to support timely follow-up.
- Coordinate communication between sales, marketing, customer success, finance, implementation, and technical support teams.
- Assist with trade show, webinar, customer event, and campaign logistics as needed.
- Prepare expense reports, travel arrangements, meeting agendas, and internal documentation for the sales team.
- Maintain organized digital filing systems for customer records, agreements, proposals, and sales collateral.
Required Qualifications
- Post-secondary education in technical studies, business administration, sales, marketing, communications, or a related field is preferred.
- One to three years of experience in administrative support, sales support, customer service, office administration, or a similar role.
- Experience supporting a sales team, software company, technology vendor, SaaS business, or B2B organization is an asset.
- Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams.
- Experience with CRM software such as Salesforce, HubSpot, Microsoft Dynamics, EspoCRM or a similar platform is preferred.
- Strong written and verbal communication skills with a professional customer service approach.
- ·Excellent organization, attention to detail, time management, and follow-through.
- ·Ability to manage multiple priorities, meet deadlines, and work effectively in a fast-paced environment.
Key Skills and Competencies
- Administrative accuracy and document control
- CRM data entry and pipeline support
- Customer service and professional communication
- Sales coordination and follow-up tracking
- Calendar, meeting, and travel coordination
- Proposal, quote, and contract support
- Basic reporting and spreadsheet management
- Ability to learn software products, licensing models, and subscription processes
- Discretion when handling confidential customer, pricing, and contract information
Preferred Assets
- Previous experience in SaaS, software licensing, IT services, or technology sales support.
- Familiarity with subscription renewals, software maintenance agreements, partner/channel sales, or customer onboarding processes.
- Experience preparing sales reports, dashboards, forecasts, or commission-supporting documentation.
- Basic understanding of B2B sales processes, lead management, account management, and customer success handoffs.
- Fluency in French.
Work Environment
This role typically works in an office, hybrid, or remote sales environment and requires frequent use of CRM platforms, email, collaboration tools, spreadsheets, and document management systems. The Administrative Sales Assistant must be able to communicate clearly with internal teams and external customers while maintaining a high level of accuracy and responsiveness.
No Recruiters: No recruitment agencies or third-party recruiters, please. Only candidates selected for further consideration will be contacted.
Pay: $18.00-$22.00 per hour
Location:
Willingness to travel:
Work Location: Hybrid remote in Calgary, AB
