Sales Support (AU Experience) - Perm WFH/Morning Shift

HGS Offshore Staffing Solutions; Metro Manila; Remote; PHP 240,000 - 360,000; Full time

Job summary

HGS Offshore Staffing Solutions seeks a diligent Sales Support Assistant to back the sales team. You will keep CRM records, generate quotes from templates, and manage follow-ups while performing essential account and project documentation. The role is back-office and involves email communications rather than direct customer calls.

You’ll verify new accounts, grade customers, and maintain clean CRM data. If you are highly organized with strong English, this is a fit for you.

Qualifications

• 2+ years in sales support, sales administration or a virtual assistant role, ideally supporting an Australian business.
• Excellent written and spoken English.
• Confident CRM user with strong data entry accuracy.

Responsibilities

• Keep sales records up to date in the CRM: customer details, quotes, activity and notes.
• Produce quotes from rep instructions and send quotes and emails using templates.
• Record quote outcomes (won or lost) and report open quotes weekly to the Sales Manager.
• Support major projects: research upcoming projects, record leads in the CRM and maintain project files.
• Process new account applications within 24 hours and verify business details and credit information.
• Attend weekly sales meetings by video and take notes; update grade changes in the CRM within 1 business day.

Skills

CRM proficiency

Data entry accuracy

Excel

Outlook

Online research

Deadline oriented

Tools

Bloom Growth

Microsoft 365

CRM software

Job description

POSITION PURPOSE

The Sales Support Assistant supports our sales team with record keeping, quotes, follow-ups and customer checks so our reps spend more time selling. You will qualify every new customer, maintain customer grades after each sales meeting, and keep our CRM clean and up to date. This is a back-office role: you will send quotes and emails on behalf of the sales team, but will not speak with customers by phone or in person.

KEY RESPONSIBILITIES

1. Sales Team Support (Primary Responsibility)

Your number one priority is keeping the sales team organised and their quotes moving.

• Keep sales records up to date in the CRM: customer details, quotes, activity and notes.
• Produce quotes from rep instructions.
• Send quotes and sales emails on behalf of reps using approved templates.
• Complete customer checks and tier ratings (Bronze, Silver, Gold, Platinum), as set out in section 3.
• Act as follow-up manager: review open quotes daily and send the sales rep a reminder when a follow-up is due.
• Record quote outcomes (won or lost, and why) and report the open quote list weekly to the Sales Manager.

2. Major Projects Support

Support the Account Manager to win and service major projects.

• Research upcoming major projects: scope, timing, principal contractor and key subcontractors.
• Find leads and contacts for the Account Manager and record them in the CRM.
• Keep a project file with key information: site address, project dates, contacts and plant requirements.
• Check quotes for accuracy and completeness before they go out.
• Track project tasks and follow-ups, and remind the Account Manager when they are due.
• Make sure all paperwork is complete: credit applications, hire agreements, purchase orders and contractor prequalification.
• Check site requirements are met before hire starts, such as inductions, operator tickets, insurances and safety documentation.

3. New Customers and Sales Meeting Support

• Process every new account application within 24 hours of receipt.
• Verify ABN, trading name, contact details and credit application against public registers.
• Research the customer online: business type, size, current projects and the plant they are likely to hire.
• Classify the customer type: tier-one, civil contractor, builder, owner-operator or one-off cash hire.
• Create the account in the CRM and allocate it to the correct branch and sales rep.
• Flag high-potential customers to the Branch Manager so a site call is booked within 7 days.
• Complete prework on all new customers before each weekly sales meeting: checks done and a recommended grade (Bronze, Silver, Gold or Platinum) ready for the team to confirm.
• Attend the weekly sales meeting by video and take notes.
• Update agreed grade changes in the CRM within 1 business day, noting the reason for each.
• Set follow-up tasks from the meeting in the CRM for each rep, with due dates.
• Send a short summary of grade changes and follow-up tasks to the sales team after each meeting.
• Keep the grade movement register up to date for the monthly leadership review.

4. CRM and Reporting

• Keep customer records accurate: contacts, sites, projects and duplicate cleanup.
• Check that sales activity is logged against our CRM activity types and follow up gaps with reps.
• Prepare weekly sales call lists for each rep based on customer grade and last contact.
• Build simple weekly sales reports for Branch Managers.
• Complete other reasonable sales and admin tasks as directed.

KEY PERFORMANCE INDICATORS

Performance is reported weekly in Bloom Growth.

• New accounts qualified, graded and set up 100% within 24 hours
• Quotes produced and sent Same business day as rep request
• Follow-up reminders sent to reps 100% on the due date
• Grade changes updated in CRM after sales meeting 100% within 1 business day
• Change summary sent to sales team Within 1 business day of each meeting
• Weekly call lists delivered to reps By 7:00 am AEST Monday
• CRM data accuracy (spot check) 95% or higher
• Grade movement register Complete and accurate at month end

SKILLS, EXPERIENCE AND ATTRIBUTES

Essential

• 2+ years in sales support, sales administration or a virtual assistant role, ideally supporting an Australian business.
• Excellent written and spoken English.
• Confident CRM user with strong data entry accuracy.
• Strong Microsoft Excel and Outlook skills.
• Able to research businesses online and judge their potential.
• Highly organised, works to deadlines with minimal supervision.

Desirable

• Experience in equipment hire, construction, civil or industrial sectors.
• Familiarity with Australian business registers (ABN Lookup, ASIC).
• Experience preparing quotes or sales reports.

SYSTEMS AND WORKING ARRANGEMENTS

• Systems: our CRM, Microsoft 365 (Outlook, Excel, Teams), Bloom Growth, and approved AI tools under our AI use policy.
• Equipment: reliable computer, headset and a stable internet connection of at least 25 Mbps, with a backup power or internet option.
• Communication: daily check-in on Teams with the Sales Manager; attendance at weekly sales meetings by video.
• Security: customer data stays in company systems; no customer information stored on personal devices or shared outside the business.
• Holidays: Philippine public holidays observed, with cover arranged for Queensland business days where possible.