Executive Sales & Operations Assistant – Client: Industrial Manufacturing & Repair Freelance

Responsibilities:

• Create and manage email automation templates.
• Conduct thorough business research in California.
• Identify companies by specific SIC/NAICS codes.
• Gather complete contact details (names, emails).
• Identify and document key decision-makers.
• Build and maintain prospect databases.
• Transfer data from Excel to HubSpot.
• Support sales activities and database management.
• Assist in streamlining sales processes.
• Process accounts payable with invoice matching.
• Verify financial entries.
• Conduct accounts receivable follow-up calls.
• Support payroll processing in QuickBooks.
• Ensure double-verification of financial data.
• Maintain detailed financial documentation.
• Manage high-volume phone system (20-50 calls).
• Ensure professional communication with callers.
• Maintain organized documentation systems.
• Handle reception duties during non-call periods.
• Coordinate interdepartmental communications.
• Maintain accurate HubSpot CRM database.
• Operate JobBoss for operations tracking.
• Utilize Microsoft Office/G Suite for tasks.
• Ensure precise data entry across platforms.
• Create and maintain systematic filing processes.

Requirements:

• 2+ years of administrative assistant experience.
• 1+ years of sales support or coordination experience.
• 1+ years of HubSpot and QuickBooks experience.
• Proven experience in database management.
• High accuracy in financial tasks.
• Clear English communication skills.
• Experience in high-volume phone handling.
• Proven attention to detail.
• Experience with email automation.
• Computer with at least 8GB RAM.
• Internet speed of at least 40MBPS.
• Headset with noise cancellation.
• Quiet, dedicated workspace at home.

Benefits:

• Remote position.