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Contracts & Sales Administrative Assistant

4 months ago

Burnaby, Canada Five Star Building Services Full time

**Job Title**: Contracts & Sales Administrative Assistant

**Position Summary**:
The Contracts & Sales Administrative Assistant provides administrative support for contracts, projects and sales/marketing. They will support the sales team and create exceptional customer service experiences for both internal and external clients. This is an exciting fast paced position that requires extreme attention to details as they will be working with a lot of data and spreadsheets to manage multiple competing priorities as they book various project work for Five Star. If you are looking for a challenging role to take your career to the next level, this is the position for you

**Department**: Sales/ Administration

**Manager**: Project Sales Account Manager

**Date Revised**:May 2023

DUTIES & RESPONSIBILITIES

A. Contract & Project Quotes
- Research, update and prepare information for (new and existing) contract quotes and project jobs.
- Prepares site specifications, special requests, and other relevant information for the Operations Team and Sales Head.
- Responsible for monthly income reporting and reconciliation of all project works.
- Under the direction of the Project Sales Account Manager, draft proposals by inputting pricing details, services and additional requirements for new quotes and renewals.
- Full-cycle sales for all projects including invoice reconciliation and collection.
- Creates building profile sheets and internal tracking systems.

B. Projects Scheduling
- Collaborate with the Operations Team to generate work orders for the projects team
- Provides customer service support and maximizes opportunities to upsell add-on services.
- Creates a weekly and monthly summary of scheduled project activities.
- Coordinate the implementation of the Annual Snow Removal Program
- Work with Operations Team to track and monitor employee project hours, cost of supplies and other (billable) expenses.
- Coordinate communications and confirmation(s) with project/location contact person.
- Maintain project calendars, generates, and sends building notice(s) for customer jobs/site well in advance of the work being performed.
- Records and updates feedback into the customer relations management (CRM) system.

C. Sales Administration
- Ongoing records management and administration to ensure sales documents and customer databases are accurate.
- Maintains computer and paper-based filing and organization systems for records, reports, and documents related to sales, marketing, and contracts. Assists with the transition to a paperless system.
- Coordinates with the Sales Team on regular communications with customers, business contacts and third parties related to ongoing business and potential sales opportunities.
- Assists with maintaining excellent relationships with property managers, strata members and other business-related contacts.
- Prepares for customer visits and assists in account management/business development events.
- Assists in new lead conversion and sales prospecting by engaging with prospective clients to validate leads. Viable leads are then sent information for follow-up.
- Coordinates and assists in customer service support activities.

D. Marketing Support
- Preparing material for customer presentations
- Assist with customer gifts and promotional activities.
- Compile, finalize and obtain approvals for timelines, customer/contact list(s) and promotional ideas.
- Prepare, personalize, and mail cards to customers and third parties.
- Coordinates ad hoc marketing activities and special events.

Education and Experience:

- Solid background in customer service-related industry is essential.
- 1-3 years of experience in administration in a professional office setting is considered an asset. Technical writing knowledge is an asset.
- Post-Secondary studies and a background in administration or sales/marketing is an asset.
- Strong proficiency in Office software, especially Excel spreadsheets/ functions.
- Some experience performing research and sales prospecting activities is ideal.
- Experience in social media and content development is an asset

Knowledge, Skills, and Abilities:

- Excellent verbal and written communication skills in English.
- Knowledge of marketing techniques, communications and web design is an asset.
- Keen interest in sales and marketing activities.
- Understand the importance of sales metrics.
- Enthusiastic and open to learning new things.
- Team player who works well in a fast-paced environment.
- Self-starter who can work independently to get things done.
- Strong attention to detail and problem-solving skills

**Job Types**: Full-time, Permanent

**Salary**: $46,000.00-$48,000.00 per year

**Benefits**:

- Dental care
- Extended health care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Supplemental pay types:

- Commission pay

Ability to commute/relocate:

- Burnaby, BC V5C 0J3: reliably commute or plan to relocate before starting work (