Sales Admin & Front Desk Specialist

GATC Health; Irvine (CA); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Retirement plan with company match

Paid time off

Paid holidays

Job summary

GATC Health in Irvine, CA is seeking a dependable Sales Administrator / Receptionist to support our fast-paced, tech-driven sales team. The role blends sales support with front-desk duties, handling CRM data, distributing materials, coordinating with operations and accounting, and preparing quotes and paperwork for signatures.

The ideal candidate manages time well, stays accurate under deadlines, and can switch between focused admin work and front-office tasks while representing the company

Qualifications

• Two or more years of administrative experience, including direct support of a sales, account management, or customer service team.
• Hands-on experience maintaining records in a CRM platform.
• Proficiency with Microsoft Office or Google Workspace, including word processing, email, and calendar management.
• Demonstrated accuracy with detailed data entry and order or quote paperwork.
• Excellent verbal and written communication skills, with a courteous and professional phone manner.
• Ability to prioritize competing requests and meet deadlines in a frequently interrupted environment.
• Sound judgment and discretion in handling confidential customer, pricing, and employee information.
• Reliable, punctual, and able to provide consistent on-site coverage during business hours.

Responsibilities

• Oversee and maintain the sales and investor CRM and database, ensuring accuracy, organization and timely follow-up with clients.
• Assist in distributing marketing material, emails, quarterly letters, presentations, due diligence questionnaires, agreements and other client information.
• Prepare, format, and proofread quotes, proposals, and contract paperwork for sales representative review and signature.
• Partner with accounting on invoicing, billing discrepancies, and past-due follow-up.
• Log and route inbound leads and inquiries to the appropriate representative within agreed response times, and track disposition.
• Maintain the sales document library: contracts, customer agreements, NDAs, W-9s, pricing approvals, and renewal dates.
• Support renewal and reorder cycles by flagging upcoming expirations and preparing renewal quotes.
• Schedule client calls, and product demonstrations; manage invitations, confirmations, and rescheduling.
• Prepare materials for client meetings, trade shows, and conferences, including collateral, samples, and follow-up lists.
• Handle routine customer follow-up — order confirmations, shipping updates, and general account questions — escalating complex or at-risk issues to the account owner.
• Identify and suggest improvements to sales administrative processes, templates, and CRM workflows.

Skills

CRM maintenance

Spreadsheet skills

Office suite

Communication

Front desk presence

Time management

Education

Associate or bachelor degree in business administration, communications, or a related field

Tools

CRM platform

Microsoft Excel

Google Workspace

Job description

GATC Health in Irvine, CA is seeking a dependable Sales Administrator / Receptionist to support our fast-paced, tech-driven sales team. The role blends sales support with front-desk duties, handling CRM data, distributing materials, coordinating with operations and accounting, and preparing quotes and paperwork for signatures.

The ideal candidate manages time well, stays accurate under deadlines, and can switch between focused admin work and front-office tasks while representing the company