Administrative Support Specialist

CBM Marketing Solutions is Growing!

CBM Marketing Solutions is an Arizona-based, digital marketing and technology agency built to help businesses scale smarter and faster. We’re a fast-growing, innovation-focused company that values client-centricity, integrity, collaboration, adaptation, data-driven decisions and a holistic approach. Joining CBM means working with cutting-edge tools, collaborative experts, and growth-minded clients—while building a meaningful career in a remote or hybrid role based in Arizona, with real opportunities to advance as we continue to expand nationwide.

Position Summary:

The Administrative Support Specialist at CBM Marketing Solutions plays a critical role in ensuring the smooth operation of daily business activities. This part-time role supports leadership, team members, and clients by managing communications, scheduling, follow-ups, and systems oversight. The ideal candidate is a continuous learner, detail-oriented, highly organized, and capable of executing tasks according to established SOPs while assisting in the delegation and monitoring of product and service delivery tasks.

Key Responsibilities

Administrative Support

• Manage incoming and outgoing calls, voicemails, and email communications with professionalism and efficiency.
• Uses critical thinking to solve unexpected daily challenges.
• Ensure timely follow-up on client requests, proposals, invoices, and task deadlines.
• Maintain and organize company records, files, and documents according to SOPs.
• Supports payroll functions, benefit processes, and reimbursements.
• Supports the CEO and Operations & Business Growth Manager with administrative needs.

Task & Project Coordination

• Manage daily task delegation, ensuring all assignments are assigned to the correct team members.
• Track progress on delegated tasks, provide reminders, and escalate bottlenecks or overdue work to leadership.
• Understand task sequencing on recurring product deliveries to predict blockers and priority.
• Assist in creating and maintaining digital task templates for recurring customer delivery processes.
• Supports the Account Manager and production team progress by ensuring accountability to timelines.
• Support the CBM team by sourcing and placing orders for printed materials.

Client Relations & Support

• Serve as a first point of contact for inquiries to the “info@cbm” inbox, directing issues to the appropriate team member.
• May schedule and confirm client meetings, ensuring attention to detail and organization of information (well written agenda, the correct attendee list).
• Assist in compiling client deliverables, such as reports, social media schedules, and invoices.

SOP Execution & Process Management

• Follow and become an expert in CBM Marketing Solutions Standard Operating Procedures (SOPs) for consistency and quality assurance.
• Identify opportunities to update or streamline SOPs in coordination with leadership.
• Ensure processes are completed correctly, on time, and documented for accountability.

Program & Software Support

• CBM Marketing Suite: Support usage of reputation management, social posting, reporting, and CRM tools.
• Vendasta: Becomes expert level user at client invoicing, SaaS product tracking, and subscription management.
• ClickUp: Becomes expert level user at task assignment, follow-up, and reporting on team progress.
• Email Marketing: Assist in preparing and scheduling email campaigns.
• CBM PressWire: Assist in the organization and submission of press releases for client distribution.
• Google Workspace (Docs, Sheets, Drive, Gmail, Calendar): Maintain records, drafts, and schedules.
• Creative Tools (Canva, Adobe Creative Suite): Light assistance with design tasks, such as resizing graphics or preparing files for client review.
• Chat-GPT: Uses AI prompts with ease to solve a myriad of research and discovery efforts.

Reporting & Documentation

• Prepare weekly task and productivity reports for leadership review.
• Track client deliverables and ensure deadlines are met.
• Payroll duties

Skills & Qualifications

• 1 year of organizational ownership as Project Coordinator, Office Administrator, or Administrative Assistant
• 1 year demonstrating written and verbal communication skills in an office or online professional setting
• 1 year experience using technology for work management
• 1 year experience using Customer Relationship Management (CRM) Tools Ability to delegate, follow up, and support accountability across multiple team members.
• 1 year experience working with a remote team as team coordinator
• 1 year experience with a variety of digital marketing tools (email platforms, ad platforms, social posting).
• 1 year experience using Google Workspace (email, documents, calendar, sheets, slides, forms).
• 1 year with design tools (Canva or Adobe Creative Suite)

Salary & Benefits

Salary Band: $18-22.00 / hour

20 hours / week

Paid Time Off

Paid Holidays

Continuing Education Support

Pay: $18.00 - $22.00 per hour

Benefits:

• Paid time off
• Professional development assistance

Work Location: Hybrid remote in Cottonwood, AZ 86326

Salary : $18 - $22