CRM & Sales Support Virtual Assistant

Job description

About this role

The company works closely with architects and interior designers during the specification and design process, with construction professionals and trades ultimately purchasing its products. The role is designed to take ownership of the lower-to-mid-level sales administration and follow-up tasks that do not require the salesperson's technical product expertise. The ideal candidate is highly organized, communicates professionally, and can consistently keep inquiries, tasks, customer information, and next steps moving through Pipedrive without requiring significant oversight.

Responsibilities

• Maintain accurate and complete customer and lead records within Pipedrive
• Attend daily Zoom or Microsoft Teams meetings to review priorities, focus areas, and assigned tasks.
• Assist with calendar management, including scheduling, updating, and organizing appointments and meetings.
• Record inquiries, meeting notes, follow-up requirements, and sales activity
• Update CRM tasks, statuses, and next steps
• Clear routine tasks from the salesperson's CRM and task inbox
• Ensure important information and customer activity are consistently documented
• Help maintain an organized and current sales pipeline
• Assist with incoming customer and prospect inquiries
• Complete routine follow-up that does not require technical product consultation
• Gather additional information needed to progress inquiries
• Coordinate sample requests and related administrative requirements
• Assist with organizing quotation requests for the appropriate internal team member
• Ensure inquiries receive timely, high-quality, personalized responses
• Coordinate and book meetings as required
• Record and organize meeting notes
• Convert voice notes and instructions from the salesperson into actionable CRM tasks

Qualifications and requirements

• Previous CRM, sales support, customer service, or administrative experience required
• Pipedrive experience strongly preferred
• Experience supporting a salesperson or sales team preferred
• Experience managing customer inquiries and follow-up tasks preferred
• Strong written and verbal English communication required
• Experience within architecture, interior design, construction, building materials, or B2B sales is a plus but not required
• Strong organizational and data-entry skills
• Comfortable conducting light customer phone follow-up as the role develops
• Highly organized with excellent follow-through
• Strong customer service and sales support mindset
• Comfortable working independently from instructions and voice notes
• Detail-oriented with disciplined CRM habits
• Able to distinguish routine administrative follow-up from conversations requiring technical expertise
• Professional and personable when communicating with architects, designers, and construction professionals
• Proactive about keeping tasks and opportunities moving forward