Sales Support Specialist

Clean Energy Associates; Philippines; On-site; PHP 300,000 - 540,000; Full time

Job summary

Clean Energy Associates is seeking a proactive Sales Support Specialist to support the Business Development team. You will manage proposal intake, contract documentation, and CRM updates while coordinating with legal for NDAs and MSAs.

The role emphasizes cross-functional collaboration, timely invoicing, and creating professional client deliverables in a fast-paced environment.

Qualifications

• Bachelor’s degree in business administration or communications is required.
• 3–5+ years in Sales Support Administration or Inside Sales or similar.
• English proficiency with strong written and verbal communication.
• Ability to manage multiple projects under tight deadlines.
• Experience in renewable energy industry is a plus.

Responsibilities

• Acknowledge and process BD requests and ensure PIF is properly filled.
• Create IDs in proposal tracker and keep records up to date.
• Coordinate and manage client contracts and NDAs with legal teams.
• Maintain contract documents and track expiration dates.
• Lead hand-off meetings with execution team and document scope of work.

Skills

Communications

Self-motivation

Project coordination

Multitasking

Attention to detail

Interpersonal skills

Travel booking

Client deliverables

CRM proficiency

Education

Bachelor's degree in business administration/communications

Tools

Hubspot

Deltek

PowerPoint

Job description

Reporting directly to the Senior Sales Support Specialist, the primary duties will be the following:

1. 1. Acknowledgment of Business Development requests at [e-mail],o Ensure Project Intake Form (PIF) is properly filled out by Business Development.
2. 2. Create ID # in the Proposal ID tracker for all proposals and fill out all necessary fields in the tracker in a daily basis.
3. 3. Manage the execution (approval/signature) of client contracts/agreements on behalf of CEA.o Collaborate with client’s legal team for the review and approval of NDAs/MSAs.
4. 4. Record and maintain client contract documentation such as NDAs, Master Service Agreements, Work Orders, etc.,o Track expiration date of important commercial documents.
5. 5. Coordinate and lead hand-off meetings with the execution team for each project/deal.o Fill out the Execution Project Intake Form with the scope of work, billing terms and other important information.
6. 6. Support Business Development to ensure that the CRM database (Hubspot) is reviewed regularly, and that new information and notifications are updated in CRM (accounts, create deals, etc.)
7. 7. Create project code in the ERP system (Deltek) with an emphasis on billing terms and budget features.
8. 8. Understand project profitability estimation.
9. 9. Collaborate with the Project Management team to resolve billing terms and invoicing discrepancies.
10. 10. Trigger deposit invoices, manage invoice follow-ups, and collaborate with finance as needed.
11. 11. Coordinate with finance regarding invoice follow-ups – manage AR follow ups with clients to resolve invoice’s errors to ensure payment is received on time.
12. 12. Create an archive of project/company references to be used on RFP (bid) responses.
13. 13. Manage the Vendor Registration process and Certificate of Insurance for new customers, as applicable.
14. 14. Create and Maintain High-Value Customer PPTs for Business Development.
15. 15. Manage 3rd Party Lab Work paperwork for required projects, as applicable.
16. 16. As competency and familiarity with CEA’s business grow, take over routine email correspondence (meeting coordination, thank you notes, sending out proposals and marketing material, etc.), as appropriate and directed by Business Development.
17. 17. As requested, produce reports and presentations for client or internal meetings.
18. 18. Manage the onboarding and training support for new team members.
19. 19. Work collaboratively as a commercial team member to meet sales goals, achieve operational excellence as a Commercial Team, and grow the business.
20. 20. Manage Support routine and ad-hoc Business Development activities, research, and administrative tasks, as requested.
21. 21. Develop a foundational knowledge of CEA’s services – why, when for who – to enhance the support offered to the Business Development team member.
22. 22. Handle client complaints to improve client’s experience with CEA when applicable.
23. 23. Follow up on project execution to ensure projects meet “special” deadlines to create upselling opportunities with client.
24. 24. Collaborate with execution to understand what went well at project completion to support Business Development activities.

CEA_Sales Support Specialist_JD_15MARCH2023

Qualifications/Requirements:

1. 1.3–5+ years of Sales Support Administration, Inside Sales or similar role experience, or Bachelor’sDegree in business administration/communications.
2. 2.2+ years of direct renewable energy industry, Photovoltaic, and/or Energy Storage experiencepreferred.
3. 3.“Can do”/“Get it done” attitude
4. 4.Must be self-motivated with an ability to balance multiple projects under tight deadlines
5. 5.Demonstrate a high level of proficiency in the use of the English language with strongcommunications skills – in oral and written forms (email, PPT, MS Word, Excel) and verbal (phone)
6. 6.Possess good problem solving, organizational skills, and exceptional attention to detail
7. 7.Strong interpersonal skills and experience in working with interdisciplinary teams of colleagues andexternal parties
8. 8.Skilled in multitasking and concurrently managing multiple projects
9. 9.Experience booking travel
10. 10.Experience creating professional-client deliverables
11. 11.Ability to work in a fast-paced start-up environment
12. 12.Result-oriented, reliable, and proactive work ethic
13. 13.Knowledge of CRM software, specifically Hubspot and/or Deltek is a plus.