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Sales Assistant.

Company: The Sauna and Steam Center, a Division of Florida Hot Tub & Sauna Center, Inc.

Location: Hollywood, FL.

Employment Type: Full-Time.

Reports To: Director of Sales.

Position Summary:

The Sales Assistant is a key administrative support position responsible for helping the Sales Department operate efficiently and professionally. This position requires someone who is highly organized, detail-oriented, dependable, proactive, and comfortable managing multiple priorities.

The ideal candidate will be a strong communicator who enjoys working with customers, vendors, and internal team members and is capable of handling both routine administrative responsibilities and time-sensitive sales support tasks.

This is a hands-on position where accuracy, follow-through, organization, and initiative are essential.

Key Responsibilities:

Customer Service & Front Desk Support:

Answer incoming phone calls promptly, professionally, and courteously.
Direct calls to the appropriate team member.
Provide a warm, professional customer experience and ensure clients receive appropriate assistance.
Follow up with clients and leads as directed by the Director of Sales or Sales Executives
Maintain professional communication with customers, vendors, and team members.

Sales & CRM Support:

Enter and maintain customer and prospect information in HubSpot CRM.
Track customer activities, opportunities, follow-ups, and sales activity.
Assist with tracking and following up on new business opportunities and client leads.
Generate and distribute sales reports through HubSpot or applicable software.
Maintain organization across sales inboxes, project notes, task lists, and customer records.
Assist the Director of Sales with administrative tasks and special projects.
Complete daily activity reporting as required.

Administrative Support:

Provide administrative support to the Director of Sales and Sales Department, including filing, scanning, copying, data entry, and document organization.
Create, edit, and maintain documents, spreadsheets, reports, and other business materials.
Utilize Google Workspace, Microsoft Excel, and other software applications to complete assigned tasks.
Maintain organized digital files, project documents, and photo libraries.
Update and maintain company templates, including Project Cost Worksheets (PCWs) and proposals.
Help coordinate communications between customers, vendors, sales team members, and other departments.
Assist with research, freight quotes, receivables, and other administrative projects as needed.

Accounts Receivable Support:

Assist with accounts receivable activities.
Contact customers regarding outstanding balances in a professional and courteous manner.
Maintain accurate records of customer follow-up and payment-related communications.
Escalate issues to the appropriate team member when necessary.

Customer Reviews & Reputation Management:

Request and follow up on customer reviews through HubSpot, Google, or other applicable review platforms.
Maintain professional customer communications throughout the review-request process.
Help support the company's reputation and customer satisfaction initiatives.

Project & Sales Support:

Research new suppliers and products to support project development and estimates.
Confirm and update current list pricing for accessories, equipment, materials, and other items.
Assist with gathering information required for estimates and proposals.
Assist with project-related administrative requirements as directed by the Sales Director.

Market & Construction Research:

Monitor and research Crane Watch and other relevant South Florida construction and development resources.
Identify potential new commercial and residential business opportunities.
Extract and organize relevant project information for the Sales Department.
Maintain accurate records of prospective projects and opportunities.

Qualifications & Requirements:

The successful candidate should possess:

Proven experience as an administrative assistant, sales assistant, office administrator, or in a similar role.
CRM experience required; HubSpot experience strongly preferred.
Excellent organizational and time-management skills.
Strong attention to detail and a high degree of accuracy.
Ability to prioritize and manage multiple projects and deadlines simultaneously.
Excellent written and verbal communication skills.
Strong interpersonal and customer service skills.
Being bilingual is a plus.
Experience in construction is a plus.
Proficiency with Google Workspace, including Gmail, Google Calendar, Google Docs, and Google Sheets.
Working knowledge of Microsoft Excel or similar spreadsheet software.
Ability to learn and utilize new software and technology quickly.
Strong problem-solving and research skills.
Ability to work independently while also functioning effectively as part of a team.
Professional appearance and demeanor.
High school diploma or equivalent required; additional education preferred.

Personal Characteristics:

We are looking for someone who is:

Dependable: Consistently follows through and completes assignments on time.
Detail-Oriented: Takes pride in accuracy and understands that small errors can have significant consequences.
Organized: Can keep track of multiple projects, deadlines, customers, and priorities.
Proactive: Looks for ways to solve problems and improve processes rather than waiting to be told what to do.
Professional: Represents the company positively in every interaction with customers, vendors, and colleagues.
Communicative: Provides clear, timely, and professional communication.
Adaptable: Comfortable changing priorities and handling a variety of responsibilities throughout the day.
Team-Oriented: Willing to assist wherever needed and understands that no task is too large or too small.
Customer-Focused: Takes ownership of creating a positive experience for every customer.
Strong Work Ethic: Arrives prepared, works efficiently, takes ownership of responsibilities, and consistently strives to do the job correctly the first time.

Systems & Technology

The Sales Assistant will work with a variety of business systems, including:

HubSpot CRM.
Google Workspace.
Google Sheets.
Microsoft Excel.
QuickBooks.
Service Fusion.
Zoom.
Google Reviews and other review platforms.
South Florida Business Journal's Crane Watch.
Other company-specific software and systems.

Training will be provided on company-specific systems and procedures.

Why Join Us?:

Competitive Compensation: Competitive pay with opportunities for bonus compensation.
Health Benefits: Comprehensive health insurance program.
Paid Time Off: Including holidays, sick time, and personal time.
Ongoing Training: Formal internal training and opportunities to develop industry knowledge.
Career Advancement: Significant opportunities for professional growth and advancement.
Established Systems: Work within an established organization with proven processes and technology.
Strong Customer Base: Serve a loyal and growing customer base throughout South Florida.
Industry Leadership: Join a recognized leader in the luxury wellness industry.
Supportive Leadership: Work alongside an experienced team committed to growth and successful project execution.
Company Perks: Employee recognition programs and company events.

Background:

Must be able to successfully pass a background check.
Must be capable of handling confidential and sensitive business and customer information professionally.

Physical & Workplace Expectations:

This is primarily an office and administrative position; however, the employee may occasionally be required to visit project sites, showrooms, warehouses, or other company locations.

The employee must be able to perform standard office duties, including working at a computer for extended periods, communicating by telephone and email, and handling documents and files.

What Success Looks Like:

Success in this position means becoming a dependable and highly organized resource for the Director of Sales and Sales Department. The successful candidate will consistently keep information accurate and organized, follow through on assigned tasks, communicate proactively, support customers professionally, and help the Sales Department move opportunities and projects forward.

If you are organized, proactive, professional, detail-oriented, and take pride in doing excellent work, we would like to hear from you.

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Apply for Sales Assistant at Florida Hot Tub & Sauna Center, Inc.