Administrative Sales Assistant

PRO EM; Phoenix, Northern (AZ, KY); Hybrid; USD 42,000 - 56,000; Full time

Job summary

PRO EM is seeking an Administrative Sales Assistant in Phoenix to support the Sales department with client communications, quotes, and documentation. The role emphasizes accuracy in estimating, order processing, and cross-functional collaboration with Account Executives, Event Management, and Operations.

The ideal candidate thrives in a busy environment, demonstrates strong communication, and proactively handles a wide range of tasks to ensure successful events and client satisfaction.

Qualifications

• Must be able to liaise with event contributors, venues, suppliers, and partners.
• Demonstrate problem-solving and creativity in fast-paced settings.
• Strong oral and written communication skills are essential.
• Proactive attitude with initiative to handle diverse tasks.
• Proficient with Word and Excel for documentation and reporting.

Responsibilities

• Represent PRO EM with a high level of professionalism when answering customer calls and inquiries.
• Protect the integrity of the estimating process by ensuring estimates reflect costs.
• Assist Account Executives with customer relations and lead generation support.
• Serve as primary call-in contact for PRO EM clients.
• Prepare quotes, contracts, and RFPs as needed.
• Maintain documentation and stay aware of company activities and industry trends.
• Support Sales and Operations through accurate administration of estimating and ordering.
• Coordinate information from Account Executives, Event Management Team, and Operations Staff.
• Operate within the Point of Rental (POR) System framework and verify order accuracy.
• Provide the Accounting department with accurate receivable/payable information.
• Assist Purchasing with sub-rentals, overbooking, and inventory control.
• Demonstrate interpersonal communication and participate in Sales meetings.
• Perform other duties as assigned.

Skills

People-focused

Problem-solving

High-pressured environments

Oral and written communication

Proactive and initiative

Word & Excel proficiency

Customer service

Tools

Word

Excel

Job description

Job Title: Administrative Sales Assistant

Department: Sales

Status: Full-Time

Job Summary

The Administrative Sales Assistant represents the company at the highest level of professionalism by answering customer phone calls with superb customer service ensuring that each customer feels completely satisfied and valued.

Responsibilities

• Protect the integrity of the estimating process by ensuring that all estimates accurately reflect the appropriate operational, delivery, and equipment costs
• Assist the Account Executives with customer relations and support of lead generation activities
• Serve as one of the primary call-in contacts for potential and existing PRO EM clients
• Assist in the preparation of quotes, contracts and RFPs
• Maintain proper documentation, up to date awareness of company activities, industry trends, and regulations
• Seamlessly support PRO EM Sales and Operations through accurate and efficient administration of estimating and ordering of services
• Administer processes to ensure complete and correct information is received from Account Executives, the Event Management Team, and Operations Staff
• Perform job function within the parameters of the Point of Rental (POR) System
• Confirm estimates with Account Executives to ensure orders are correct, processed, and delivered
• Provide the Accounting department with accurate information regarding account receivables/payables
• Aid the Purchasing department with sub-rentals, overbooking, and inventory control as needed
• Continually demonstrate excellent interpersonal communication
• Participate in sales meetings and team activities with division leaders and fellow associates
• Other duties as assigned

Requirements

• Must have a strong people-focused element to this role by liaising with event contributors, venues, suppliers, and partners.
• Problem-solving and creativity.
• Experience working in a busy, high-pressured environment
• Excellent oral and written communication skills
• Pro-active and show initiative
• Familiarity with Word and Excel.
• Determination to ensure successful events, willingness to undertake a wide range of tasks to its end.