Office Manager/Sales Administrator

Position SummaryThe Office Manager / Sales Administrator is responsible for supporting day-to-day office operations while providing administrative, organizational, and sales operations support to the Head of Sales and the broader sales team. This role helps ensure the office runs efficiently, sales activity is accurately tracked, and the company’s CRM platform, HubSpot, is maintained as a reliable tool for pipeline visibility, follow-up, reporting, and team productivity. The position requires strong judgment, discretion, attention to detail, a service-oriented approach, and the ability to manage multiple priorities in a fast-paced office and sales environment.Key ResponsibilitiesExecutive and Administrative SupportManage scheduling meetings, coordinating appointments, resolving calendar conflicts, and ensuring team is prepared for daily commitments.Communicate with office personnel and respond promptly and professionally to requests for information.Assist in organizing group travel arrangements, including participant communication, itinerary coordination, and follow-up regarding travel details.Office Operations and HospitalityServe as a point of contact for day-to-day office needs, helping maintain a professional, welcoming, and well-organized office environment.Ensure office supplies, snacks, beverages, and general workplace resources are adequately stocked and available for employees and guests.Manage the office kitchen, maintaining inventory, and ensuring the kitchen and common areas are cleaned and organized daily.Organize team lunches, including ordering food, coordinating delivery, setting up meals, and handling clean-up after events.Purchase stamps, pick up mail, sort and distribute mail, and coordinate outgoing mailings as needed.Meeting Coordination and DocumentationAssist with preparation for internal meetings, including room reservations, materials, food and beverage needs, and post-meeting follow-up.Take minutes for DRC and other pertinent meetings, prepare draft minutes for review and approval, and maintain organized meeting records.Track meeting-related action items when requested and help ensure timely communication among participants.Sales Administration and CRM SupportProvide administrative support to the Head of Sales, including scheduling sales meetings, preparing materials, coordinating follow-up items, and assisting with day-to-day sales team needs.Assist with preparation for sales meetings by compiling pipeline reports, productivity updates, prospect lists, and follow-up items.Track sales productivity across the sales team, including activity levels, outreach, follow-up, lead status, conversion activity, pipeline movement, and other key sales metrics as directed.Prepare and maintain sales reports, dashboards, productivity summaries, and pipeline updates to help leadership monitor performance and identify follow-up needs.Manage and maintain the company’s HubSpot CRM platform, including contact records, company records, deal stages, sales activities, task tracking, notes, and data accuracy.Monitor HubSpot usage by the sales team and encourage consistent entry of calls, emails, meetings, tasks, notes, and deal updates.Help establish and maintain CRM workflows, naming conventions, reporting fields, task reminders, and other processes that support organized sales operations.Coordinate with the sales team to ensure leads, prospects, active opportunities, and customer communications are properly documented and updated in HubSpot.Support the Head of Sales with special projects, sales initiatives, internal reporting, customer/prospect communications, and other administrative needs related to sales operations.Accounting and Records SupportAssist Accounting team, when necessary, including payables distribution and other related accounting support.File necessary paperwork and other records in an organized and timely manner.Maintain accurate administrative files and support document retention practices for office and accounting records.Special Projects and Seasonal SupportCoordinate Christmas card preparation and mailing, maintain and verify address list, materials preparation, postage, and mailing logistics.Support special projects, mailings, events, and administrative initiatives as requested by leadership.Provide occasional support to other team members when workload and priorities permit.Qualifications and SkillsPrior experience as an Office Manager, Sales Administrator, Executive Assistant, Administrative Assistant, Sales Coordinator, or similar administrative or sales support role preferred.Strong organizational skills and ability to manage multiple tasks, deadlines, and priorities.Excellent verbal and written communication skills, with a professional and courteous demeanor.High attention to detail and ability to maintain accurate records, schedules, lists, and files.Ability to handle confidential information with discretion and sound judgment.Proficiency with Microsoft Outlook, Word, Excel, HubSpot, and other standard office, CRM, and sales productivity tools.Ability to track, organize, and report sales activity, pipeline movement, team productivity, and follow-up items with accuracy and consistency.Strong attention to CRM data quality, including accurate contact information, complete activity records, timely deal updates, and reliable reporting inputs.Comfort coordinating meetings, travel, food orders, mailings, office supplies, and day-to-day office logistics.Basic familiarity with invoices, bank reconciliations, filing, or accounting support functions preferred.Dependable, proactive, flexible, and willing to assist wherever needed to support the office and leadership team.Work Environment and ExpectationsThis position is office-based and requires regular in-person attendance to provide hands-on administrative support, maintain office operations, coordinate hospitality needs, and respond promptly to leadership, sales team, and office requests. The successful candidate should be comfortable working independently, anticipating needs, maintaining confidentiality, managing CRM information accurately, supporting sales reporting, and contributing to a professional, organized, and service-focused office culture.