Sales Admin

We are looking for a motivated and detail-oriented Sales Admin to join our Sales team on a contract-for-services basis. In this role, you will collaborate closely with the Sales Manager and Sales team to support deal execution, pipeline management, and sales operations. As a member of our Sales team, you will play a crucial support role by keeping the sales process organized, accurate, and moving efficiently.

Job Responsibilities

·        Sales Operations & Support

 o Prepare and process quotes, contracts, proposals, and order forms

o Follow up with prospects to obtain documents needed during the sales process

o Manage sales documentation and ensure everything is accurate and complete

o Track deal stages and follow up on missing information

o Manage contract routing, signature tracking, and follow-up once prospects indicate intent to move forward.

o Track deal progression from verbal agreement through contract execution.

·        CRM & Data Management

o Maintain and update the CRM (HubSpot, Salesforce, etc.) Monday, Teams

o Act as the primary steward of CRM data hygiene, ensuring deal stages, close dates, required fields, and notes are accurate and complete

o Build, maintain, and update dashboards and reports used by Sales leadership to track performance, pacing, and pipeline health

o Ensure contacts, pipelines, and notes are clean and up to date

·        Internal Coordination

 o Coordinate internal handoff to Operations for newly closed deals, onboarding, or handoffs after a deal closes

o Help resolve admin or process issues that slow deals down

·        Invoicing & Pricing Support

o Assist with pricing coordination and invoicing workflows in partnership with the Finance Team

o Ensure contracts align with approved pricing and terms

o Support commission tracking by ensuring deal data is accurate and complete in the CRM

·        Scheduling & Logistics

o Upon direction from Sales, Schedule meetings, demos, and/or follow-ups

o At the direction of Sales leadership, make day-before confirmation calls for scheduled meetings

o Organize sales calendars and assist with prep materials

• Trade Shows and Events

o Provide remote sales support for events, trade shows, and client engagements

o Manage trade show and event lead lists, ensuring all contacts are entered into HubSpot, de-duplicated, and added to appropriate marketing and sales follow-up workflows

Education and Experience

·        Prior experience in Sales, Business Development, or Finance

·        Experience in Healthcare, DME, or Software industry is a strong plus

·        Experience working with a U.S.-based company is advantageous

·        Familiarity with CRM systems (HubSpot preferred)

·        Proficiency in Excel for basic data management and reporting

Key Competencies

 · Strong written and spoken English communication skills

· Organizational skills with an emphasis on attention to detail

· Comfort with CRMs, spreadsheets, and documentation

· Ability to manage multiple priorities and deadlines in a fast-paced environment

· Collaborative, proactive, and innovative with a solution-oriented mindset

At Medbill, our Core Values guide every interaction. As our business grows and evolves, your role may shift to align with new opportunities and your own developing strengths. We value individuals who bring initiative, flexibility, and a sense of partnership to our team.

Our Core Values: Act with Integrity, Collaborate, Respect, Advance, Innovate