Sales Administrative Assistant

Description

Job Summary 

The Sales Administrator will run point on lead management, appointment setting, CRM organization, and sales-to-ops handoffs. This position will be the right hand to the Sales Director, keeping the team on track, the pipeline moving, and the back-end data clean. This role is key to making sure every lead gets contacted fast, every deal gets prepped properly, and the sales machine keeps running smooth. 

Essential Duties and Responsibilities 

Phone & Lead Response 

• Answer company phones from 8AM to 5PM (communicate coverage when unavailable) 

• Call all inbound leads immediately and set appointments with Sales Reps 

• Ensure fast response time on all new leads—no lead gets missed 

CRM & Lead Source Management 

• Enter and tag all leads accurately in GoHighLevel (GHL), Acculynx 

• Ensure lead sources are consistently tracked and clean for reporting 

• Generate weekly lead source performance reports for marketing 

Sales Team Accountability 

• Monitor all leads and prospects—make sure reps follow up in expected timeframes 

• Keep sales contacts clean and updated in GHL and AccuLynx 

• Manage CRM transitions when team members are added or removed 

Sales-to-Operations Handoff (Gatekeeper Role) 

• Verify deposit has been paid with accounting 

• Ensure pre-lien is filed if necessary 

• Pull permits where required 

• Confirm sales-to-operations checklist is fully completed before moving a job forward 

• Only send jobs to Operations once all steps are verified 

Meeting & Project Support 

• Attend weekly sales meetings and take notes, assign tasks, follow up 

• Support special sales projects and process improvements as assigned by the Sales Director 

• All other duties as assigned 

Qualifications

Qualifications and Skills:  

• Extremely organized and detail-oriented 

• Confident on the phone and can communicate clearly with customers and hold sales reps accountable 

• Tech-comfortable and used to switching between multiple tools daily 

• Proactive mindset who is always looking for what’s missing or what’s next 

• Experience with or willingness to learn our required tools: 

• GoHighLevel (GHL) 

• AccuLynx 

• Microsoft Teams 

• Microsoft Office / Google Workspace 

Education and/or experience 

• Roofing or construction admin experience preferred but not required 

• 1-3 years’ experience in office management and/or administrative assistant role 

• High school diploma, GED or equivalent  

About On Top Roofing 

At On Top Roofing, we are driven by a commitment to quality craftsmanship and exceptional service. Over the past 24 years, we've built a team of highly trained master artisans and applicators who deliver truly unique, unrivaled work. Our dedication to excellence is reflected in every project, large or small, as we focus on providing prompt, friendly, and efficient service for every customer. 

At On Top Roofing, we grow our business based on a simple yet powerful principle: treating each customer like our only customer. This approach has allowed us to continuously exceed expectations, building lasting relationships along the way. 

At On Top Roofing, we value our employees and offer a comprehensive benefits package designed to support their health, financial security, and work-life balance. Full-time employees enjoy competitive compensation along with a range of benefits, including: 

• Medical, Dental, and Vision Plans to ensure the well-being of you and your family 

• Health Savings Account (HSA) with a company contribution to help manage your healthcare costs 

• 401(k) Plan with a generous company match to help you plan for a secure future 

• Paid Time Off for sick days, vacation, company holidays, and more to give you the flexibility you need to recharge and take care of personal matters 

Our executive office is in the Salt Lake City Metro area, providing easy access to the heart of the region. We are committed to making reasonable accommodations to enable individuals with disabilities to perform the essential functions of their roles. On Top Roofing is an at-will employer, focused on fostering a positive, supportive work environment where our employees can thrive and grow. On Top Roofing is an equal opportunity employer.