Sales Administrator

CFI Marketing; Jacksonville (FL); On-site; USD 42,000 - 66,000; Full time

Job summary

CFI Marketing, a Jacksonville-based agency serving the foodservice equipment and supplies industry, seeks a Sales Administrator to support the President and drive proactive sales. You will prep conversations, track commitments, and keep quotes and follow-ups organized in Smartsheet.

This is an in-office role, with remote work on Wednesday. Ideal candidates have 1–2 years of sales support experience and an associate degree or equivalent, plus strong organization and communication skills.

Qualifications

• Minimum 2-year associate's degree or equivalent experience.
• 1–2 years of sales support, sales administration or account coordination experience.
• Marketing and/or foodservice equipment and supplies industry experience is a plus.

Responsibilities

• Prepare a briefing ahead of each sales call, including account history, last contact, open quotes, recent concerns, and clear opportunities.
• Join sales calls to capture detailed notes, customer requirements, and action items.
• Track every commitment made during a call through to completion.
• Maintain all sales documentation in Smartsheet with daily updates.
• Own the follow-up cadence on open quotes, chasing each one to a clear yes or no.
• Draft client follow-up communications for the President's review.
• Traffic control sales leads and keep the sales and leads boards current.
• Coordinate the clean pass-off of sold projects from sales to operations.
• Collaborate with cross-functional teams to ensure production is set up accurately.
• Confirm nothing is lost in the transition and follow up on any open items.
• Maintain a schedule of check-ins, renewals, and key dates for top accounts.

Skills

Sales support

Communication skills

Organization

Attention to detail

Education

Associate degree or equivalent experience

Tools

Smartsheet

Google Workspace

Excel

Job description

Are you the kind of person who spots what a client needs next before anyone asks? CFI Marketing is hiring a Sales Administrator to be the right hand to our President, who leads our sales effort. You will keep every client conversation prepped, every follow-up on track, and every promise tracked to done. This is proactive sales support with real ownership, not just paperwork.

About CFI Marketing

CFI Marketing is a marketing agency built exclusively for the foodservice equipment and supplies industry. For over 40 years, we have been the marketing partner behind the catalogs, flyers and digital campaigns that help dealers, distributors, and manufacturers grow. We are a small team with deep roots and long tenure, and we are also expanding into new services that are opening up fresh opportunities across the business. For the right person, this role is a chance to join an established company at a genuinely exciting stage of growth.

Duties and Responsibilities

Sales Call Preparation & Support

• Prepare a briefing ahead of each sales call, including account history, last contact, open quotes, recent concerns, and clear opportunities, so the President is fully prepared
• Join sales calls to capture detailed notes, customer requirements, and action items
• Track every commitment made during a call through to completion
• Maintain all sales documentation in our tracking spreadsheets (Smartsheet) with daily updates
• Own the follow-up cadence on open quotes, chasing each one to a clear yes or no
• Draft client follow-up communications for the President's review
• Traffic control sales leads and keep the sales and leads boards current

Sales-to-Operations Handoff

• Coordinate the clean pass-off of sold projects from sales to operations
• Collaborate with cross-functional teams to ensure production is set up accurately
• Confirm nothing is lost in the transition and follow up on any open items

Relationship Cadence

• Maintain a schedule of check-ins, renewals, and key dates for top accounts so relationships are nurtured consistently
• Flag accounts that have gone quiet before they go cold
• Collect monthly supplier ad participation
• Collect individual flyer orders from members of buying groups
• Support onboarding coordination for new data services customers as that business grows

Reporting & Review

• Prepare sales reports covering prospects, contacts, follow-ups, upsell opportunities, and new leads
• Run a weekly pipeline review with the President, flagging what needs attention and what is at risk
• Proactive anticipation: an instinct to surface what is needed next before being asked
• Systematic follow-through: nothing slips, from chasing quotes to closing out handoffs
• Strong attention to detail and accuracy across sales tracking, order collection, and project handoffs
• Responsiveness and a sense of urgency in replying to clients and closing loops quickly
• Excellent organization skills and the ability to manage multiple priorities
• Strong verbal and written communication skills
• Comfort communicating by phone and video, not just email
• The interpersonal skill to build rapport and be a warm point of contact on client follow-ups
• Comfort tracking and updating sales details daily in spreadsheets
• Google Workspace and basic Excel skills
• Willingness to self-motivate and work under little supervision

Education and Experience

• Minimum 2-year associate's degree or equivalent experience
• 1 to 2 years of sales support, sales administration or account coordination experience
• Marketing and/or foodservice equipment and supplies industry experience is a plus

Notably, this is an IN-OFFICE role, remote work on Wednesday.