CRM Administrator & Sales Support Specialist

CRM Administrator & Sales Support Specialist Empowering the sales team with seamless CRM management, proactive sales support, and centralized intelligence.

Overview:

The CRM Administrator & Sales Support Specialist plays a critical role in managing and optimizing our CRM system to support frontline sales efforts and enable strategic decision-making. This role isn't just about clean data—it's about understanding the sales process, customer behavior, and internal rhythms well enough to anticipate needs and provide timely, actionable insights.

If the sales team is the boots on the ground, this role is the centralized intelligence hub—keeping our pipeline clean, our data sharp, and our team aligned. The ideal candidate is curious, intuitive, and energized by the opportunity to help a fast-moving sales team succeed.

Key Responsibilities:

CRM Administration & User Support

• Manage the CRM system to ensure accurate and up-to-date records of customers, leads, and opportunities.
• Handle user setup, permissions, and troubleshooting to keep the system running smoothly.
• Provide basic training and guidance on CRM best practices to the sales team.
• Regularly audit CRM data for accuracy, consistency, and completeness to prevent bad data entry.

Sales Team Support & Data Entry

• Log calls, meetings, emails, notes, and key action items on behalf of sales reps on the road.
• Record and tag Voice of Customer (VOC) to ensure it's easily accessible and actionable.
• Proactively create and assign follow-up tasks, reminders, and next steps—seeking approval when necessary.
• Keep sales pipeline stages updated for accurate forecasting and team visibility.

Proactive Sales Assistance & Initiative

• Take ownership of keeping key accounts and prospects current and complete within the CRM.
• Monitor CRM activity and flag important updates, next steps, or data gaps for the team.
• Work closely with sales leadership to identify process improvement opportunities and boost efficiency through automation.
• Generate simplified reports and views to help sales reps and stakeholders focus on what matters most.

Reporting & Sales Dashboard Management

• Build and maintain real-time dashboards that give sales leadership a clear view of pipeline health and performance trends.
• Deliver weekly and monthly reports on key metrics: 1) Pipeline velocity 2) Rep activity levels 3) Conversion/follow-up rates 4) VOC by region or account
• Identify data gaps and inconsistencies before they become problems.
• Collaborate with the VP of Sales & Marketing and Global Marketing Director to ensure reporting aligns with strategic goals.

Strategic Insight & Research Support

• Take on special projects that go beyond CRM maintenance—research accounts, analyze competitor activity, or dig into pipeline trends to support strategic initiatives.
• Help connect the dots between customer behavior, sales trends, and internal process improvements.
• Stay close to the business: understand our ideal customer profiles, service expectations, and sales standards so you can offer relevant, insightful support.

Process & System Optimization

• Regularly review and recommend workflow, UX, and mobile usability improvements to reduce sales friction.
• Ensure the CRM works as hard as the sales team by integrating smart tools and shortcuts wherever possible.
• Document key processes and create quick-reference guides to improve CRM adoption and standardization.
• Maintain awareness of confidentiality and data integrity practices across all systems.

Ideal Candidate Qualifications:

• CRM Experience: 3 years in CRM administration, field sales support, or similar roles. Familiarity with HubSpot, Salesforce, or similar CRM platforms is preferred.
• ERP Experience: Comfortable navigating ERP systems to cross-reference and verify sales data.
• AI & Tech Literacy: Confident using AI tools to increase productivity (e.g., prompting, task automation, spreadsheet macros). Agent development is a plus.
• Software Skills: Proficient in Microsoft 365 (Outlook, Teams, OneDrive, Excel, Word, PowerPoint).
• Sales Fluency: Working knowledge of sales and service standards, CRM-based sales process flows, and field sales operations.
• Mindset & Intuition: Strong customer instinct and ability to “think like field sales.” Eager to contribute, curious about the why behind the what.
• Communication: Strong communicator—concise, clear, and comfortable working with a range of stakeholders.