CRM and Sales Support Virtual Assistant

This is a fully remote position, open to applicants in New Zealand.

📋 Description

• Ensure accurate and comprehensive records of customers and leads are maintained within Pipedrive.

• Participate in daily Zoom or Microsoft Teams meetings to discuss priorities, focus areas, and assigned responsibilities.

• Assist with managing calendars, which includes scheduling, updating, and organizing appointments and meetings.

• Document inquiries, meeting notes, follow-up requirements, and sales activities.

• Update CRM tasks, statuses, and next steps as necessary.

• Clear routine tasks from the salesperson's CRM and task inbox.

• Record significant information and customer activities diligently.

• Help keep the sales pipeline organized and up to date.

• Support incoming inquiries from customers and prospects.

• Conduct routine follow-ups that do not require technical product knowledge.

• Collect additional information needed to advance inquiries.

• Coordinate sample requests and associated administrative tasks.

• Arrange quotation requests for the relevant internal team member.

• Provide prompt, high-quality, personalized responses to inquiries.

• Schedule and organize meetings effectively.

• Take and structure meeting notes appropriately.

• Transform voice notes and instructions from the salesperson into actionable tasks within the CRM.

• Monitor outstanding follow-ups and ensure routine actions are carried out.

• Facilitate the progression of opportunities while the salesperson is traveling or concentrating on higher-value sales tasks.

• Perform light-touch phone follow-ups as the role evolves.

• Confirm receipt of samples, information, or other materials accurately.

• Follow up on simple next steps with prospective customers.

• Escalate technical or consultative discussions to the salesperson as needed.

• Maintain professional communication in line with the company's customer experience standards.

⛳️ Requirements

• Required previous experience in CRM, sales support, customer service, or administrative roles.

• Strong preference for candidates with experience in Pipedrive.

• Preferred experience in supporting a salesperson or sales team.

• Experience managing customer inquiries and follow-up tasks is preferred.

• Strong written and verbal English communication skills are required.

• Experience in architecture, interior design, construction, building materials, or B2B sales is advantageous but not mandatory.

• Excellent organizational and data-entry skills are essential.

• Comfort in conducting light customer phone follow-ups as the role progresses.

• Highly organized with exceptional follow-through capabilities.

• Ability to work independently based on instructions and voice notes.

• Attention to detail with disciplined CRM practices.

• Capable of differentiating between routine administrative follow-ups and conversations that require technical expertise.

• Professional and personable in communications with architects, designers, and construction professionals.

• Proactive in ensuring tasks and opportunities are continuously moving forward.

• Knowledge of Pipedrive CRM is required.

• Familiarity with email platforms is required.

• Proficiency in calendar and scheduling tools is required.

• Knowledge of Microsoft Office / Google Workspace is required.

• Strong written and verbal English communication abilities are essential.

• Availability for 20 contracted hours per week, Monday through Friday, from 7:30 AM to 11:30 AM NZ Time.

🏝️ Benefits

• Competitive remuneration.

• Weekly payment schedules.

• A variety of open roles are available.

• Free training and upskilling opportunities.

• Ongoing support and guidance provided.

• A vibrant community that is always ready to assist you.