Sales & Marketing Support Specialist

• Enter all new customers into company’s operating software and ensure all required account information is complete and accurate
• Coordinate with sales, customer service, & operations in order to facilitate a smooth & timely customer onboarding process
• Verify account information and/or resolve discrepancies and/or missing information as needed

• Maintain accurate & up-to-date prospects, contacts, company’s, and sales opportunities records in HubSpot
• Create & maintain contact lists, email sequences, and support lead-nurturing workflows & sales activity records
• Monitor data quality, identify duplicate records & incomplete information, and/or resolve discrepancies promptly
• Ensure sales opportunities include appropriate pipeline stages, next steps, follow-up dates, and documented activities
• Support the consistent use of HubSpot processes & procedures across the sales team

• Research target industries & identify potential commercial customers who are aligned with company’s service offerings & growth objectives
• Develop targeted prospect lists & identify key decision-makers, relevant contacts and business contact information
• Research competitors, industry trends, & market opportunities to support sales strategies and identify potential areas for growth
• Maintain organized records of prospect sources, research findings, and outreach activities to support effective prospecting & follow-up

• Assist with planning, creating, scheduling, & publishing social media content and weekly company announcements on TVs
• Support email marketing campaigns, promotional initiatives, and other marketing activities
• Ensure marketing materials accurately represent company’s services, brand standards, & professional image
• Monitor campaign engagement & results, and assist with identifying opportunities for improvement
• Provide ownership including email tracking for the company newsletter
• Maintain the marketing email list including reporting and performing routine maintenance

• Monitor sales pipeline activity and track leads, opportunities, proposals, & outstanding follow-ups in HubSpot
• Identify overdue follow-ups, inactive opportunities, incomplete sales records, & data discrepancies, and communicate findings to the Director of Sales and/or appropriate team members
• Prepare recurring sales reports, pipeline updates, dashboards, meeting materials, & action-item summaries in order to monitor lead generation, prospecting activity, pipeline status, proposals, new customers, & overall sales activity
• Assist with preparing proposals, presentations, pricing documents, sales collateral, and other customer-facing materials
• Track proposal status, customer responses, & follow-up activities to support timely execution and accountability
• Maintain accurate CRM data, standardized sales templates, service descriptions, & supporting documentation to ensure consistent processes and reliable management reporting
• Identify trends, report discrepancies, & opportunities for improvement, and communicate relevant findings to the Director of Sales
• Create and maintain a tracking system for incoming inquiries such as new customers, customer issues, & customer questions

• Identify opportunities to streamline sales administration, customer onboarding, reporting, and marketing workflows
• Leverage approved technology, automation, & artificial intelligence tools to improve productivity, document quality, and operational efficiency
• Review AI-generated content and/or information for accuracy & appropriateness, and comply with company policies regarding confidentiality, data security, & the responsible use of technology

• Collaborate with the Director of Sales and other departments to support sales & marketing initiatives, and achieve company objectives
• Maintain the confidentiality of customer information, prospect data, pricing, and other sensitive company information
• Prioritize assignments, meet deadlines, communicate progress, and proactively escalate issues requiring management attention
• Perform other related duties as assigned to support the needs of the business

• High School Diploma (or GED) is REQUIRED
• Associate Degree in Business Administration or a related field is PREFERRED
• Minimum of 2-3 years of progressively responsible administrative experience is PREFERRED
• Experience in a fast-paced office environment strongly is PREFERRED

• Advanced proficiency in Microsoft Office Suite, particularly Word, Excel, Outlook, PowerPoint, Co-Pilot, and Teams
• Leverage artificial intelligence (AI) tools such as ChatGPT, Microsoft Copilot, and/or other approved platforms to enhance document quality, automate routine tasks, analyze information, & enhance operational efficiency while maintaining data accuracy and confidentiality
• Strong written and verbal communication skills
• Excellent organizational and time-management abilities
• High attention to detail and accuracy
• Ability to prioritize multiple assignments and meet deadlines
• Professional demeanor and strong interpersonal skills
• Problem-solving and decision-making skills
• Ability to maintain strict confidentiality, anticipate needs, resolve issues, and exercise sound judgment

• Competitive salary commensurate with experience
• Comprehensive benefits package that includes health, dental, & vision insurance with a portion of premiums being covered by our company
• Retirement savings plan with employer match
• Paid time off in accordance with company policy
• Dynamic and collaborative work environment focused on innovation and excellence

Salary : $18