Sales Team Assistant

NPS Tree Experts; Cincinnati (OH); On-site; USD 42,000 - 54,000; Full time

Job summary

NPS Tree Experts is seeking a highly organized Sales Team Assistant to support the administrative and operational needs of our sales department, ensuring accurate records, invoicing, and scope data throughout the sales process. This role focuses on back-office tasks and collaboration with sales, operations, and leadership.

Occasional travel to client sites may be required to assist with reviews, data collection, or scope verification; travel expenses are covered with per diems for qualifying

Qualifications

• High attention to detail and accuracy in data, documentation, and invoicing.
• Excellent organizational and time-management skills.
• Clear written and verbal communication abilities.
• Comfortable using spreadsheets, CRM platforms, databases, and business software.
• Ability to manage multiple tasks and follow established processes.
• Willingness to investigate discrepancies and resolve issues.
• Ability to work independently while coordinating with sales, operations, production, and accounting teams.

Responsibilities

• Review sales records, property data, inventories, estimates, and supporting docs for accuracy.
• Audit job information before submission for customer approval, invoicing, or scheduling.
• Identify missing or inconsistent information and coordinate resolution.
• Compare customer scopes, estimates, contracts, and records for alignment.
• Maintain corrections, approvals, and outstanding items.

Skills

Attention to detail

Organizational skills

Communication skills

CRM experience

Excel/Sheets

Time management

Data auditing

Team collaboration

Education

High school diploma

Associate degree preferred

Bachelor's degree preferred

Tools

CRM software

Excel

Invoicing software

Databases

Job description

TREEIQ/NPS Tree Experts is seeking a highly organized and detail-oriented Sales Team Assistant to support the administrative and operational needs of our sales department. This position will focus primarily on back-office responsibilities that help ensure sales opportunities, customer information, job scopes, and invoicing are accurate and properly maintained throughout the sales process.

The ideal candidate is dependable, comfortable working with data and business software, and able to identify inconsistencies before they create problems for customers or production teams. This role will work closely with sales representatives, operations personnel, and company leadership.

While this is primarily an office-based position, occasional travel to customer properties may be required to assist with site reviews, data collection, or scope verification. Approved travel expenses will be covered by NPS Tree Experts, and a per diem will be provided for qualifying travel.

Key Responsibilities

Data Review and Auditing

• Review sales records, property data, tree inventories, estimates, and supporting documentation for accuracy and completeness.
• Audit job information before it is submitted for customer approval, invoicing, or production scheduling.
• Identify missing, inconsistent, or inaccurate information and coordinate with the appropriate team member to resolve it.
• Compare customer scopes, estimates, contracts, and internal records to confirm that information is aligned.
• Maintain accurate records of corrections, approvals, and outstanding items.

Scope Selection and Sales Support

• Assist sales representatives with reviewing property data and selecting appropriate work scopes.
• Help organize tree counts, service recommendations, pricing information, and supporting documentation.
• Prepare internal job information for sales review and approval.
• Assist with proposal preparation, revisions, and supporting materials as needed.
• Communicate with sales and operations teams to clarify job requirements and property-specific details.

Invoicing and Administrative Support

• Prepare and review invoices based on approved work, contracts, estimates, and completion information.
• Confirm that invoice amounts, customer information, purchase orders, and billing requirements are accurate.
• Assist with resolving billing discrepancies and gathering any required supporting documentation.
• Track outstanding invoicing information and follow up with internal team members when necessary.
• Support general administrative needs within the sales department.

CRM Management and Data Hygiene

• Maintain accurate and up-to-date customer, company, property, lead, and opportunity information within the CRM.
• Enter new leads, contacts, properties, and opportunities into company systems.
• Update opportunity stages, values, notes, follow-up dates, and ownership assignments.
• Identify and correct duplicate, outdated, incomplete, or incorrectly categorized records.
• Ensure sales activity and customer communication are properly documented.
• Support ongoing improvements to CRM organization, reporting, and standard operating procedures.

Lead and Contact Management

• Research and enter new prospective customers and key contacts.
• Verify contact information, job titles, company relationships, property information, and account ownership.
• Assist with organizing leads by market, territory, customer type, priority, and service opportunity.
• Prepare contact lists and account information for sales outreach.
• Help ensure leads and customer requests are assigned to the correct sales representative.

Occasional Site Visits

• Travel to customer properties when needed to assist with property reviews, scope verification, data collection, or sales support.
• Document relevant property conditions and communicate findings to the sales and operations teams.
• Represent NPS Tree Experts professionally while interacting with customers, property personnel, and field employees.
• Follow all company safety procedures while visiting active jobsites or customer properties.
• Approved travel expenses will be paid by NPS Tree Experts, with a per diem provided for qualifying overnight or extended travel.

Qualifications

• Strong attention to detail and the ability to identify discrepancies in data, documentation, and billing.
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Comfortable working with spreadsheets, CRM platforms, databases, and other business software.
• Ability to manage multiple assignments and follow established processes.
• Willingness to ask questions, investigate inconsistencies, and follow through until issues are resolved.
• Ability to work independently while collaborating with sales, operations, production, and accounting teams.
• Willingness and ability to travel occasionally.
• Valid driver's license and reliable transportation.
• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Previous experience in sales support, administration, data entry, auditing, invoicing, customer service required., Experience in property services, landscaping, or tree care is preferred.

Preferred Skills

• Experience using CRM or project-management platforms.
• Experience with invoicing or accounting software.
• Proficiency with Microsoft Excel or Google Sheets.
• Experience reviewing contracts, estimates, work orders, or property data.
• Familiarity with commercial property management, mobile home communities, tree care, landscaping, or related service industries.
• Ability to learn new software and company processes quickly.

Core Competencies

• Accuracy and attention to detail
• Organization and documentation
• Accountability and follow-through
• Problem-solving
• Professional communication
• Team collaboration
• Adaptability

• Position: Sales Team Assistant
• Department: Sales
• Reports To: Head of Sales
• Travel: Occasional travel required
• Travel Expenses: Approved travel costs covered by NPS Tree Experts
• Per Diem: Provided for qualifying travel

About TreeIQ/NPS Tree Experts

NPS Tree Experts provides professional tree-care and vegetation-management services for commercial properties and large property portfolios. Our team combines field expertise, property data, technology, and operational planning to help customers better understand, maintain, and manage their trees.

The Sales Team Assistant will play an important role in making sure accurate information moves efficiently from the initial sales opportunity through proposal development, job approval, invoicing, and production.