Sales Admin

Zero Impact Solutions•Costa Mesa, CA

12d

About The Position

The Sales Admin is the operational engine behind Zero Impact Solutions’ sales team, managing the systems, data and project cadence that turn signed proposals into funded, permitted and built projects. The role supports deal flow through proposals, quotes and customer follow-up; manages active projects across sales, engineering, incentives and construction; and improves the sales organization’s processes. It is described as an analytical, project-oriented role rather than a clerical position, with daily use of AI tools to work efficiently. Time is allocated approximately 40% to sales support and deal flow, 35% to project management, and 25% to CRM, data and AI-driven process improvement. The position supports renewable energy infrastructure projects, including EV charging, fleet electrification, solar microgrids, battery energy storage and hydroponic systems. It works with customers, utilities, partners, sales representatives, engineers and construction teams, and owns a caseload from signed proposal through construction kickoff.

Requirements

1–3+ years of experience in sales operations, sales support, business analysis, CRM administration or project coordination; strong recent graduates with substantial internship or project experience are encouraged to apply.
Comfort with phone and customer-facing communication; ability to write clear, persuasive proposals and emails, follow up consistently and keep commitments.
Experience managing multiple concurrent projects with real deadlines, running status meetings, maintaining schedules, and tracking risks and action items.
Familiarity with Agile/Scrum or traditional project management methods and tools such as Jira, Smartsheet, MS Project, Asana or Monday.
Daily use of generative AI for prompting, drafting, summarizing or analysis, with examples of using AI to work faster or automate a workflow.
Hands-on Salesforce experience; admin-level skills are preferred, including flows, reports and dashboards, Data Loader, and user and permission management. HubSpot or similar CRM experience is considered.
Advanced Excel or Google Sheets skills, including pivot tables, lookups and complex formulas.
Excellent written and verbal communication skills, with confidence working with customers, utilities, engineers and field crews.
Analytical, solution-oriented and organized approach; ability to handle high-stakes, short-notice problems calmly and thrive in a fast-paced, small-company environment.

Nice To Haves

Bachelor’s degree in Business, Computer Science, Analytics, Engineering or a related field; MBA is a plus.
Salesforce Administrator certification.
PMP, CAPM, PMI-ACP or Scrum certification.
AI credentials such as PMI’s Generative AI for Project Managers, Microsoft AI Fundamentals or Salesforce AI Associate.
Experience with process automation, workflow design or light scripting, such as Python, Apex or Power Query.
Experience in EV charging, solar, construction, utilities or another incentive-driven industry.
Startup or small-team experience.
SQL experience.
Experience building dashboards in Power BI, Tableau or Salesforce.

Responsibilities

Build and send proposals, quotes and follow-up materials; keep proposal templates, pricing sheets and collateral current.
Qualify inbound leads, schedule discovery calls and site assessments, and follow up with prospects by phone and email.
Prepare RFP, RFQ and bid responses by tracking requirements, coordinating engineering and construction inputs, assembling documents and submitting on time.
Prepare, submit and track incentive and rebate applications, including CALeVIP, utility make-ready programs and LCFS registration.
Support contract execution by assembling agreements, routing them for signature, collecting site documentation and handing projects off to engineering and construction.
Serve as a point of contact for customers, utilities and partners during the transition from sales to construction.
Manage a caseload of active projects from signed proposal through construction kickoff, maintaining milestone schedules, deadlines and project status.
Run weekly status reviews with sales, engineering, incentives and construction, and publish status reports and action items.
Track project risks, issues and dependencies, including permits, utility interconnection, rebate approvals and equipment lead times, and escalate them early.
Maintain accurate project trackers, documentation and dashboards in Salesforce and Smartsheet.
Administer and improve Salesforce, including data accuracy, custom fields, validation rules, record-triggered flows, reports and dashboards.
Use generative AI tools to draft proposals and customer communications, summarize RFPs and program guidelines, research prospects, and clean and analyze data.
Automate repetitive work using Salesforce Flows, Smartsheet automations, Zapier, Power Automate or simple scripts, and measure time saved.
Build and maintain sales and pipeline reporting in Salesforce, Excel or Power BI.
Document business processes, own the sales playbook, and propose and implement improvements.
Perform other duties as assigned.