Sales Assistant

KEY RESPONSIBILITIES

Calendar and Schedule Management

· Maintain the rental calendar to prevent double bookings and scheduling conflicts.

· Coordinate event staff schedules, including tracking hours for reporting.

· Manage Google Calendar and Salesforce to ensure accurate scheduling and record-keeping.

Administrative Support

· Prepare weekly and monthly reports on phone volume vs. bookings.

· Conduct rental space inspections, document maintenance needs, and update the Director of Hope Group.

· Organize office and storage spaces, assist with inventory control, and ensure timely supply restocking.

· Collaborate with Accounting/Finance to monitor billing, track payments, and manage security deposits.

· Distribute checklists to clients before their events and handle all follow-up reminders and surveys.

· Monitor weekly bookings and revise as needed to align with goals.

· Ensure all Hope Group processes are followed for consistent operations.

Customer Service Coordination

· Serve as the first point of contact for client inquiries and bookings, ensuring a professional and welcoming experience.

· Address client concerns during events and provide administrative support to enhance customer satisfaction.

Event Coordination Support

· Assist with event preparation, including check-ins, facility setup, tours, and task delegation to team members.

· Ensure smooth event operations by documenting and communicating event requirements.

Inventory and Supply Management

· Track and manage inventory levels, coordinating restocking and supply purchases.

· Maintain documentation for purchase orders and receipts as part of inventory control.

General Responsibilities

· Work evenings and weekends as needed to support event operations.

· Perform additional duties assigned by the COO and CEO to meet Hope Group goals.

· Maintain positive customer relationships and uphold high standards of organization and satisfaction.

Qualifications

· Education and Experience

· Bachelor’s or Associate’s degree in administration or a related field (preferred).

· 2–3 years of experience in an administrative support role; sales coordination experience is a plus.

Technical Skills

· Proficiency in Microsoft Office Suite (especially Excel), Google Calendar, and Salesforce (preferred).

· Strong organizational, research, and reporting skills.

· Effective communication, presentation, and negotiation skills.

Interpersonal Skills

· Strong time-management and multitasking abilities in dynamic environments.

· Excellent written and verbal communication skills.

· Ability to collaborate effectively within a team while prioritizing tasks.

Physical Requirements

· Ability to perform a full range of body movements (e.g., twisting, bending).

· Capable of prolonged sitting or standing, with the ability to lift objects weighing up to 10 lbs.

Core Competencies

· Effective relationship-building to enhance client satisfaction.

· Clear and concise communication for client and internal coordination.

· High level of self-discipline, problem-solving, and organizational skills.

· Capacity to work well under pressure and meet competing deadlines.

Job Type: Full-time

Pay: $42,000.00 - $44,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off

Compensation Package:

• Employee stock purchase plan

Schedule:

• 8 hour shift

Ability to Relocate:

• Pittsburgh, PA 15221: Relocate before starting work (Required)

Work Location: In person

Salary : $42,000 - $44,000