Sales Administrative Assistant

Coastal Payroll; San Diego (CA); On-site; USD 48,000 - 60,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) plan

PTO/Sick Time

Paid holidays

Employee Referral Bonus

Team events

Job summary

Coastal Payroll Services, Inc. is seeking a highly organized Sales Administrative Assistant to support the Vice President of Sales and the Sales team in San Diego.

The role involves organizing files, tracking inbound leads, coordinating meetings, and preparing reports and presentations. Ideal candidates have 1–3 years in sales administration or customer service, strong written and verbal communication, proficiency in Excel/PowerPoint, and experience with Salesforce.

Qualifications

• High School diploma required.
• 1–3 years of experience as an administrative assistant, preferably in sales administration or customer service.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong problem-solving skills and ability to manage multiple tasks.
• Proficient in Microsoft Office, especially Excel and PowerPoint.
• Experience with Salesforce or ability to learn quickly.
• Ability to maintain confidentiality and discretion.

Responsibilities

• Organize and manage files, paper and electronic.
• Monitor and assign inbound leads per established process.
• Coordinate meeting schedules and set up spaces.
• Take minutes, write reports and prepare presentations.
• Prepare correspondence for mailing or distribution.
• Review expense reports and report policy violations.
• Maintain inventory of sales materials and proposals.
• Pull metrics reports from Salesforce and distribute reports.
• Prepare sales reports, presentations and proposals.
• Liaise between departments and support CRM updates.
• Coordinate with Controller on billing, collections and data reconciliation.
• Provide administrative support to the Sales team.
• Ensure all sales paperwork is organized and current.
• Support marketing efforts as needed.

Skills

Organizational skills

Written and verbal communication

Independent and collaborative work

Education

High School diploma

Tools

Excel

PowerPoint

Salesforce

Job description

ABOUT COASTAL

Coastal Payroll Services is a leading provider of Human Capital Management services in California. As a growing company, we promote a workplace that is employee & client focused, fun and creative. Our primary goal is to have a positive impact on the lives of the clients we service. We accomplish this by never wavering from our values and by always seeking to be better tomorrow than we are today. Coastal Payroll has been on the San Diego Business Journal's 100 Fastest Growing Companies for 8 consecutive years! We are currently seeking a highly organized, efficient, and proactive Sales Administrative Assistant to provide administrative support to the Vice President of Sales and Sales team.

WHAT YOU'LL DO

• Organize and manage files, paper documents and electronic files.
• Monitor and assign inbound leads according to the established process.
• Coordinate meeting schedules and set up spaces for in-house and external meetings.
• Take meeting minutes, write reports, and prepare presentations as needed.
• Prepare correspondence and other documents, physical or electronic, for mailing or distribution.
• Review Sales team expense reports and report policy violations to the Vice President of Sales.
• Maintain an accurate inventory of Sales materials, collateral, and giveaways, and ensure inventory does not become depleted.
• Maintain Salesforce and pull metrics reports as scheduled and/or needed.
• Prepare and distribute sales reports, presentations, and proposals as needed.
• Liaise between departments for inquiries and requests.
• Work with our Salesforce team to update and enhance our CRM
• Coordinate with Controller to manage billing, collections, and data reconciliation activities.
• Provide administrative support to the Sales team.
• Ensure all sales-related paperwork is organized and up-to-date.
• Provide support for marketing efforts as needed.

WHAT YOU'LL BRING

• High School diploma required.
• One (1) to three (3) years of experience as an administrative assistant, with experience in sales administration or customer service preferred.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong problem-solving skills and ability to manage multiple competing tasks.
• Proficient in Microsoft Office suite, particularly Excel and PowerPoint.
• Experience with a CRM such as Salesforce, or the ability to learn quickly.
• Ability to maintain confidentiality and discretion at all times.

WHAT WE OFFER

• Medical, dental, and vision insurance
• Voluntary benefits: accident, critical illness, hospital indemnity
• Group term life and AD&D (employee, spouse, and child)
• FSA/Dependent Care FSA
• 401(k) plan, eligible after 90 days of employment
• Paid Family Leave (PFL) - up to 8 weeks of partial wage replacement
• 7 paid holidays per year (full-time employees only; part-time are not eligible)
• PTO/Sick Time
• Employee Referral Bonus Program
• Quarterly Team Events

Coastal Payroll Services, Inc. is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.