Sales Administrator/Receptionist in Irvine, California at GATC Health

Sales administration (primary focus)

• Oversee and maintain the sales and investor CRM and database, ensuring accuracy, organization and timely follow-up with clients.
• Assist in distributing marketing material, emails, quarterly letters, presentations, due diligence questionnaires, agreements and other client information.
• Prepare, format, and proofread quotes, proposals, and contract paperwork for sales representative review and signature.
• Partner with accounting on invoicing, billing discrepancies, and past-due follow-up.
• Log and route inbound leads and inquiries to the appropriate representative within agreed response times, and track disposition.
• Maintain the sales document library: contracts, customer agreements, NDAs, W-9s, pricing approvals, and renewal dates.
• Support renewal and reorder cycles by flagging upcoming expirations and preparing renewal quotes.
• Schedule client calls, and product demonstrations; manage invitations, confirmations, and rescheduling.
• Prepare materials for client meetings, trade shows, and conferences, including collateral, samples, and follow-up lists.
• Handle routine customer follow-up — order confirmations, shipping updates, and general account questions — escalating complex or at-risk issues to the account owner.
• Identify and suggest improvements to sales administrative processes, templates, and CRM workflows.

Reception and front office

• Greet and check in visitors, clients, and vendors; notify the appropriate staff member and manage the visitor log.
• Answer, screen, and route incoming calls professionally; take accurate messages and confirm follow-up.
• Monitor the general company inbox, forwarding inquiries to the correct department and escalating time-sensitive items.
• Keep the reception area and conference rooms clean, orderly, and meeting-ready; book rooms and set up for client visits.
• Order and track office and kitchen supplies within the approved budget; serve as point of contact for office vendors and building management.
• Support visitor safety procedures, including sign-in requirements and emergency evacuation protocols.

Required

• High school diploma or equivalent.
• Two or more years of administrative experience, including direct support of a sales, account management, or customer service team.
• Hands-on experience maintaining records in a CRM platform.
• Strong spreadsheet skills, including sorting, filtering, and basic formulas such as lookups and sums.
• Proficiency with Microsoft Office or Google Workspace, including word processing, email, and calendar management.
• Demonstrated accuracy with detailed data entry and order or quote paperwork.
• Excellent verbal and written communication skills, with a courteous and professional phone manner.
• Ability to prioritize competing requests and meet deadlines in a frequently interrupted environment.
• Sound judgment and discretion in handling confidential customer, pricing, and employee information.
• Reliable, punctual, and able to provide consistent on-site coverage during business hours.

Preferred

• Associate or bachelor degree in business administration, communications, or a related field.
• Experience in a B2B sales environment with a quote-to-order process.
• Experience producing recurring management reports or dashboards.
• Experience coordinating trade shows, travel, or client events.

• Attention to detail — catches errors in orders, quotes, and customer records before they reach the customer.
• Follow-through — closes the loop on every request without needing reminders.
• Process discipline — works to a consistent standard and keeps records audit-ready.
• Customer focus — treats every caller and visitor as a potential client and represents the company well.
• Adaptability — shifts smoothly between focused administrative work and front-desk interruptions.
• Collaboration — builds effective working relationships across sales, operations, and accounting.
• Initiative — spots process gaps and raises them constructively.

• Standard office environment; this is an on-site role requiring front desk presence during business hours.
• Extended periods of sitting and computer and telephone use.
• Occasional lifting of office supplies, mail, and materials up to 25 pounds.
• Occasional schedule flexibility to support early meetings, client visits, or month-end and quarter-end close.