Sales Admin

Zero Impact Solutions•Costa Mesa, CA

6h•$23 - $28

About The Position

The Sales Admin is the operational engine behind our sales team. You own the systems, data and project cadence that turn a signed proposal into a funded, permitted and built project: keeping our CRM accurate, our rebate applications on schedule, our customers informed, and our sales reps focused on selling. This is not a clerical position. We are looking for someone who thinks like a business analyst, works like a project manager, and uses AI tools every day to work faster. You will support deal flow directly (proposals, quotes, customer follow-up), manage a caseload of active projects across sales, engineering, incentives and construction, and continuously improve how the sales organization operates. How your time is spent: Sales Support & Deal Flow (40%) · Project Management (35%) · CRM, Data & AI-Driven Process Improvement (25%)

Requirements

1–3+ years 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.
Comfortable on the phone and in front of customers; writes clear, persuasive proposals and emails; follows up relentlessly and keeps commitments.
Has managed multiple concurrent projects with real deadlines; knows how to run a status meeting, maintain a schedule, and track risks and action items. Familiar with Agile/Scrum or traditional methods and tools such as Jira, Smartsheet, MS Project, Asana or Monday.
Uses generative AI as part of daily work – prompting, drafting, summarizing, analysis – and can show examples of using AI to work faster or automate a workflow.
Hands-on Salesforce experience; admin-level skills preferred (flows, reports and dashboards, Data Loader, user and permission management). HubSpot or similar considered.
Advanced Excel/Google Sheets (pivot tables, lookups, complex formulas); dashboards in Power BI, Tableau or Salesforce; SQL is a plus.
Excellent written and verbal communication; able to work confidently with customers, utilities, engineers and field crews.
Analytical, solution-oriented and organized; handles high-stakes, short-notice problems calmly; thrives in a fast-paced, small-company environment.

Nice To Haves

Bachelor's degree in Business, Computer Science, Analytics, Engineering or a related field; MBA 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 (Python, Apex, Power Query).
Experience in EV charging, solar, construction, utilities or another incentive-driven industry.
Startup or small-team experience.

Responsibilities

Build and send proposals, quotes and follow-up materials for the sales team; keep proposal templates, pricing sheets and collateral current.
Qualify inbound leads, schedule discovery calls and site assessments, and keep the pipeline moving with timely, professional follow-up by phone and email.
Prepare RFP/RFQ and bid responses: track requirements, assemble documents, coordinate inputs from engineering and construction, and submit on time.
Prepare, submit and track incentive and rebate applications (CALeVIP, utility make-ready programs, LCFS registration) – these deadlines directly affect revenue.
Support contract execution: assemble agreements, route for signature, collect site documentation, and hand projects off cleanly to engineering and construction.
Serve as a point of contact for customers, utilities and partners during the sales-to-construction transition.
Own a caseload of active projects from signed proposal through construction kickoff; maintain milestone schedules, deadlines and current status for each.
Run weekly status reviews with sales, engineering, incentives and construction; publish clear status reports and action items.
Track risks, issues and dependencies (permits, utility interconnection, rebate approvals, equipment lead times) and escalate early.
Keep project trackers, documentation and dashboards accurate in Salesforce and Smartsheet so leadership always knows where every deal stands.
Administer and improve our Salesforce CRM: data accuracy, custom fields, validation rules, record-triggered flows, reports and dashboards.
Use AI tools daily (ChatGPT, Claude, Microsoft Copilot, Salesforce Einstein) to draft proposals and customer communications, summarize RFPs and program guidelines, research prospects, and clean and analyze data.
Automate repetitive work with Salesforce Flows, Smartsheet automations, Zapier/Power Automate or simple scripts – and measure the time saved.
Build and maintain sales and pipeline reporting (conversion rates, proposal turnaround, rebate status, project aging) in Salesforce, Excel or Power BI.
Document business processes, own the sales playbook, and propose and implement improvements.
Other duties as assigned.