Administrative Coordinator – Sales & Marketing

Real HR Hero•Woodland Hills, CA

22d•$25•Remote

About The Position

As the Administrative Coordinator – Sales & Marketing at Real HR Hero (RHRH), you’ll be the operational engine behind our sales growth, marketing presence, and brand consistency. This role supports the Founder+CEO and cross-functional team members by managing sales processes, maintaining accurate data and documentation, generating marketing content, and ensuring a seamless client experience from first contact through onboarding. We’re looking for someone who’s highly organized, creative, tech-savvy, has a keen sense of urgency, and excited to grow with a fast-moving consulting firm. You’ll wear many hats — sales support, marketing assistant, project coordinator, executive admin, customer-service guru — while contributing to the company’s evolving brand identity and client journey. If you enjoy creating order out of chaos, designing polished client-facing materials, improving processes, managing digital tools, and communicating with personality and professionalism (the Real HR Hero way!), you’ll thrive here.

Requirements

An acceptable combination of education, experience, and skill will be considered.
PROFESSIONAL EXPERIENCE 2+ years of experience in administrative support, sales coordination, marketing, or similar roles.
Experience supporting leadership or executive teams preferred.
Experience with customer service, lead management, or sales outreach.
Experience coordinating projects or managing multiple workflows simultaneously.
JOB-SPECIFIC KNOWLEDGE Familiarity with digital marketing concepts, social media engagement, and content creation.
Strong understanding of sales pipelines, tracking systems, and customer service best practices.
Experience using CRMs, project management tools (ClickUp preferred), and document management systems (Box.com).
Ability to learn and articulate HR services, terminology, and value propositions.
TECHNICAL SKILLS Proficiency in Microsoft Office (Word, Excel, PowerPoint).
Comfort using design and content tools such as Canva, LinkedIn, Meta Business Suite, and basic CMS platforms.
Ability to maintain and update simple website content.
Strong computer literacy and ability to learn new systems quickly.
COMMUNICATION, COLLABORATION & TIME MANAGEMENT Excellent written and verbal communication skills with a professional, friendly tone.
Ability to respond promptly to leads, clients, and internal partners.
Strong follow-through, prioritization, and task management skills in a remote environment.
Ability to work independently, manage shifting priorities, and meet deadlines.
Positive attitude and a collaborative mindset — must be comfortable working with a diverse team of HR Consultants.
PROBLEM-SOLVING & ANALYTICAL SKILLS Ability to analyze customer data, research prospects, and identify trends.
Strong attention to detail with a focus on accuracy and quality.
Creative problem-solver with the ability to improve processes and streamline workflows.
PERSONAL ATTRIBUTES Curious, flexible, and eager to learn — especially in the HR industry.
Comfortable working in a consulting environment with ambiguity and fast-changing needs.
Demonstrates initiative, independence, and resourcefulness.
Embodies the Real HR Hero motto: Work Smarter, Not Harder — balancing fun, creativity, and productivity.
Positive outlook toward the HR function and the work we do to support employers AND employees.
LANGUAGE & MATHEMATICAL SKILLS Ability to read, write, and communicate clearly with various audiences.
Ability to perform basic math functions, including calculating totals, percentages, expenses, and simple reconciliations.
PHYSICAL DEMANDS The employee is frequently required to sit or stand; type; use hands and fingers; view a computer screen for extended periods; use a headset; and occasionally lift up to 10 pounds.
Must be able to participate in virtual meetings and, occasionally, attend in-person events.
May be required to drive a motor vehicle or somehow run errands, travel to events, etc. – in this case, will be required to: Sit for extended periods while safely operating a vehicle.
Maintain full use of hands, arms, and legs to control the vehicle and operate necessary equipment.
Demonstrate adequate vision to read road signs, navigate routes, and operate a vehicle safely during daylight and nighttime conditions.
Demonstrate hearing and speech sufficient to communicate, listen to traffic sounds, and respond appropriately to environmental cues.
Enter and exit the vehicle multiple times, as needed.
Drive on public roads and highways in varying traffic, weather, and lighting conditions.
SENSORY DEMANDS Requires extended periods of concentration and accuracy while managing data, digital tools, and content creation.
MENTAL DEMANDS This role involves multiple competing priorities, deadlines, and interactions with a wide variety of individuals.
Must be able to manage pressure, maintain professionalism, and remain flexible.
SCHEDULE Business hours are generally 8am – 5pm PST.
Flexibility is available as long as responsibilities, follow-ups, and deadlines are consistently met.
Event support may occasionally require availability outside standard business hours.
TECHNICAL REQUIREMENTS FOR REMOTE WORK Internet speed must be at least 100 Mbps download / 10 Mbps upload.
Personal devices: Mac/iPad within three generations of current OR Windows 10 or newer.
Must have a semi-private home workspace suitable for professional virtual meetings.

Nice To Haves

Experience supporting leadership or executive teams preferred.

Responsibilities

Sales Operations & Client Support
Learn and stay current on RHRH service offerings, pricing, language, and value propositions.
Prepare polished sales proposals and presentations using Canva, PowerPoint, Word, and PDF formats.
Manage service agreements from creation to signature (Box.com or other e-sign tools).
Maintain accurate client and lead information in Box.com and ClickUp.
Track agreement terms and initiate outreach to clients approaching expiration to discuss renewals, pricing updates, and service adjustments.
Support the client onboarding journey (intro emails, surveys, welcome packets, scheduling).
Provide high-quality customer service through timely follow-up, coordination, and clear communication.
Make light outbound calls to prospective or warm leads, as assigned.
Marketing, Branding & Communications
Draft copy, design graphics, and support the development of digital and print marketing materials.
Develop, schedule, and maintain social media content across LinkedIn, Instagram, Facebook, and other platforms.
Collaborate with external marketing partners; review and approve content when needed.
Monitor social media engagement and analytics to identify trends and optimization opportunities.
Assist with website updates, including staff bio changes, new service pages, and basic content edits.
Create and distribute the monthly RHRH newsletter with support from HR Consultants.
Support ongoing branding initiatives, including creative campaigns, seasonal promotions, and partner gifts.
Lead Management & Research
Maintain and update the sales pipeline in ClickUp, ensuring all leads, statuses, and communications are documented.
Qualify inbound leads, respond to inquiries, and schedule consults for the Founder and HR team.
Conduct prospective client research by analyzing websites, social media (e.g., LinkedIn), public databases, and other sources.
Identify decision-makers, gather background information, and develop intel to support strategic outreach efforts.
Reporting & Administrative Support
Prepare monthly sales and recruiting reports using ClickUp, JazzHR, Box.com, and other systems.
Track and reconcile expenses as assigned.
Assist with ordering and delivering swag for new hires, in coordination with the Operations Coordinator.
Answer operator phone calls when available and route to appropriate team members.
Assist with special projects, process improvements, and internal initiatives related to branding, marketing, and sales performance.
Event Planning & Coordination
Support virtual and in-person events, including webinars, networking meetups, conferences, and RHRH-hosted events.
Coordinate speakers, create agendas, assist with marketing, manage registrations, and track attendance.
Serve as an on-site or virtual event manager to ensure seamless execution (rare, but possible).
Perform other duties as assigned, demonstrating flexibility and commitment to organizational success.
BACKGROUND CHECK ELIGIBLE DUTIES
This position will have access to various applications that house confidential information, including client employee payroll/HCM databases, and sensitive client and client employee personal documentation; ensure that access is used responsibly, maintaining confidentiality and privacy compliance requirements while preventing accidental or malicious misuse of client and client employee information.