[Remote] Administrative Sales Coordinator

Note: The job is a remote job and is open to candidates in USA. Canvas Meetings & Incentives is a woman-owned business specializing in full-service event planning. The Administrative Sales Coordinator supports the Sales and Executive teams through administrative execution, systems coordination, and client-facing support, ensuring a high-touch client experience.

Responsibilities

• Prepare proposals and contracts for clients
• Work with Canvas team to understand client’s scope of work
• Work within Cvent to run availability grids and prepare for clients
• Manage positive relationships with vendors on behalf of Canvas at all times
• Prepare site visits for clients, attend as requested and approved by Leadership Team
• Audit and review contracts as needed for Sales Team
• Manage CRM data entry for sales & marketing
• Assist with backend cleanup of CRM
• ClickUp experience preferred
• Manage and keep Google Drive clean and organized
• Manage follow up on turnover process (invoices and paperwork) to clients and vendors with Accounting
• Audit paperwork and CRM for accuracy
• Prepare onboarding documents for new clients
• Assist with social media posts for the company as outlined by Executive Team
• Assist operations team by being additional on site staff as needed, with advance notice
• Work with Sales team to manage and ensure accuracy of client retention process
• Marketing duties such as holiday cards, projects, etc
• Manage calendar, travel and expense reports for Executive Team
• Manage personal appointments, calendar, and tasks for CEO or COO as needed
• Company Calendar Management
• Manage Stationary and IT inventory equipment
• Ensuring Health and Safety policies are up to date and compliant
• Oversee and coordinate emails, internal communications, and external correspondence to maintain efficiency across projects
• Manage data entry, document preparation, and file organization with accuracy and attention to detail
• Update CRM for all internal and client data entry as needed
• Train to become the System Administrator for ClickUp, the PM system that Canvas uses for all Data
• Manage training, onboarding, system auditing, new feature training, etc
• Work closely with Lead Planners and the Leadership Team to execute assigned tasks and support project completion
• Serve as a point of contact for internal and external stakeholders, ensuring effective communication and alignment
• Represent Canvas with professionalism across all facets of the hospitality industry

Skills

• Extremely Organized: Exceptional in Google Suite, with the ability to manage details, documents, calendars, and moving parts with ease and consistency
• Customer Service Excellence: High standards for responsive, professional, high-touch service with a true client-first mindset
• Attention to Detail: Skilled at managing many projects at once across different scopes and industries while maintaining a personalized, high-quality level of service for each client
• Hospitality Industry Experience: Strong understanding of the meeting planning process and the pace, precision, and partnership it requires
• Creativity: Able to think outside the box, bring fresh ideas forward, and find smart solutions when plans shift
• Sales Mindset: Understanding of the sales process, client needs, and what it takes to move opportunities forward with polish and follow-through
• Remote Work Discipline: Self-motivated and focused, with the ability to stay productive and accountable anywhere in the world
• Travel-Ready: Willing and able to travel to support programs as needed, with advance notice and planning
• Team Player: Fun, inspired, confident teammate who thrives in a high-energy, high-expectation environment
• Collaboration: Enjoys partnering across departments to ensure alignment, efficiency, and the best outcomes for clients and the team
• Legally authorized to work in the United States
• Willing to undergo a background check in accordance with local law/regulations
• Ability to work remotely and maintain high productivity
• Strong organization, customer service, and attention to detail
• Willingness to travel up to 15% (domestic and international) for programs, meetings, etc
• Must have a valid U.S. passport

Company Overview