Sales Traffic Assistant

Position Overview
The Sales Traffic Assistant provides high-level administrative and operational support to the Sales Managers and the broader sales team. This role is ideal for a detail-oriented, proactive professional who thrives in a fast-paced environment and can manage a wide range of responsibilities. The Sales Traffic Assistant plays a key role in streamlining communication, keeping initiatives on track, and ensuring the sales organization runs smoothly. Acting as a central point of coordination, this position supports the Sales Manager, sales staff, internal departments, and external stakeholders.

Key Responsibilities

Executive Support

• Manage and maintain the Sales Managers calendars and appointments.
• Prepare presentations, reports, and supporting documentation for meetings.
• Track activities, pipelines, and follow-up tasks for sales representatives.
• Generate regular reports on sales progress, opportunities, and performance trends.
• Monitor deadlines for quotes, proposals, and client communications to ensure timely completion.
• Monitor key sales and operations reports (e.g., Quote Aging, Jobs on Hold, Past Due Dispatch) to flag delays, missed opportunities, or pipeline bottlenecks.
• Coordinate with sales team members to ensure timely follow-up on open quotes, expired proposals, and pending customer actions.
• Manage correspondence and communications on behalf of the Managers.

Sales Operations Support

• Assist with preparation and tracking of forecasts, KPIs, and pipeline reports.
• Maintain and update CRM records with accuracy and consistency.
• Facilitate cross-departmental collaboration to ensure smooth handoffs between sales, operations, production, purchasing, installation department and finance.
• Organize pre-planning meetings, prepare agendas, and distribute updates.
• Monitor new project reports to ensure all required documentation is collected and projects are set up accurately.
• Coordinate sales projects, tracking milestones and progress.

Team Coordination

• Schedule, organize, and support internal meetings, training sessions, and sales events.
• Monitor and follow up on action items and deadlines from team meetings.
• Serve as a direct point of contact between sales staff, supporting departments (estimating, production, project management), and the Sales Managers.
• Review and follow up on dispatch and shipping logs (e.g., Past Due Dispatch) to resolve shipment or timeline delays.
• Send periodic reminders to review upcoming shipping and production deadlines to support staffing and financial planning.
• Act as liaison between the Sales Managers and the sales organization.

Client & Partner Relations

• Assist with client communications, proposal creation, and follow-up.
• Oversee the flow of quotes through to order entry, ensuring accuracy and completeness.
• Communicate with sales staff to confirm customer approvals, required documentation, and order handoff to operations.
• Escalate potential delays or issues in order processing proactively.
• Conduct periodic audits for signed quotes and customer POs to ensure alignment with quoted terms and SOP compliance; escalate discrepancies as needed.
• Support logistics for client visits, meetings, and presentations.
• Handle client information with professionalism, discretion, and confidentiality.

Qualifications

Education & Experience

• Bachelor’s degree in Business, Sales, Marketing, or related field preferred.
• Minimum of 2 years in administrative or sales support roles; executive support experience preferred.

Skills & Competencies

• Strong organizational and multitasking ability with sharp attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and familiarity with CRM platforms (Salesforce or equivalent).
• Self-starter with the ability to work independently and anticipate needs.
• Demonstrates discretion, professionalism, and the ability to handle sensitive information effectively.

What We Offer

• Competitive salary and comprehensive benefits package.
• Opportunities for career growth within the sales and business development team.
• Exposure to high-level strategy and operations in a dynamic, fast-paced sales environment.