Sales Administrator

🚀 Are you ready to join our team of young, talented, and brilliant marketers?We're on the hunt for someone passionate about helping e-commerce brands grow through clear strategy, strong communication, and high-level Klaviyo expertise.At ECD Digital Strategy, we’ve created a proven system to optimize website performance and drive more profitable traffic through email, SMS, and paid media. We're a fun, caring, and fast-growing team of remote marketers.We’re an ROI-driven e-commerce digital marketing and ad agency whose clients see us as an integral and irreplaceable partner in their ongoing growth. We guarantee that all of the work we do more than pays for itself with increased, trackable revenue for our clients.Our team is our most valuable asset. As a member of our team, you'll work with talented thinkers, dreamers, and doers who move the industry forward with fresh ideas and excellent service.If you're interested in working remotely with a fun, driven, fast-growing team, then come join us at ECD Digital Strategy!MISSIONBe the operational backbone of ECD’s sales engine. You will take administrative, coordination, and post-close account work off our Account Executive’s plate so she can stay focused on closing new revenue. Your job isn’t to “do tasks.” Your job is to build the system, automate the repetitive work, keep HubSpot pristine, shepherd deals through proposal and handoff, and make sure no client, rep, or opportunity ever falls through the cracks. Every week you’re here, the sales process should get faster, cleaner, and more automated than the week before.CORE RESPONSIBILITIESCRM & Pipeline ManagementKeep HubSpot pristine with accurate deal stages, properties, contacts, and activity logs at all timesBuild and maintain dashboards and reports that give leadership a real-time view of pipeline healthEnsure every opportunity is properly documented, updated, and moving forwardAudit CRM data regularly and clean up inconsistencies before they cause reporting issuesMaintain accurate forecasting data so the AE and leadership can trust the numbersProposal & Deal CoordinationCreate internal Asana tasks for proposal creation and coordinate with the proposal team in ProposifyPrepare, send, and track proposals including detailed outlines, next steps, and any special terms (discounts, deferred payments, custom agreements)Manage follow-up cadences across email, text, and calls to keep deals progressingDraft and send recap emails after sales calls using Fireflies summariesFollow up with speed, precision, and consistency (leveraging automations)Sales Process Automation & OperationsIdentify repetitive tasks across the sales cycle and build automations using HubSpot workflows, Asana automations, n8n, Claude and other AI toolsCreate and maintain email templates, sequences, and follow-up cadences so no deal goes coldDocument SOPs for every recurring sales process so the system scales beyond any one personProactively flag bottlenecks and propose solutions- spot friction before it becomes a problemContinuously look for ways to use AI (Claude, ChatGPT, Fireflies, etc.) to replace manual writing, summarizing, and data entryPartner Channel & Portal ManagementMonitor and help respond to the Klaviyo → ECD Slack channel dailyMaintain strong, consistent communication with Klaviyo repsCoordinate email redesign and list-cleaning requests coming in from repsAdd newly managed clients to the Klaviyo Partner Portal and keep it up to dateSupport preparation for strategic rep meetings to identify and accelerate deal opportunitiesRequirementsBased in Latin America and able to work in US time zonesAdvanced written and verbal English skills2+ years in a sales operations, sales admin, revenue operations, or client services coordination role (ideally at a digital agency, SaaS, or e-commerce company)Automation-driven mindset: proven experience building real workflows in n8n, Zapier, Make (Integromat), HubSpot workflows, or comparable tools — you should be able to walk us through automations you’ve builtHands-on HubSpot experience (or comparable CRM) — you’ve built workflows, managed pipelines, and pulled reportsDetail-obsessed and organized: maintains flawless CRM hygiene, catches small inconsistencies, prepares thoroughly, and never drops a handoffRelentless follow-up mentality: treats every deal like it’s winnable, follows up with speed and precision, and never lets a prospect go coldProactive ownership: doesn’t wait to be told what to do — sees it, owns it, solves itSystems thinker: naturally thinks in SOPs and repeatable processes rather than one-off tasksComfortable juggling multiple deals, clients, and priorities at once without losing the threadFamiliarity with Asana, Slack, Google Workspace, and tools like Fireflies and Proposify (or similar stack)Nice to HavePrior experience at a digital marketing agency (especially a Klaviyo Partner agency)Familiarity with Klaviyo and/or lifecycle marketing conceptsExperience supporting a partner channel program (Klaviyo, Shopify, Meta, etc.)Experience working directly with an Account Executive or sales leaderComfort with AI tools (ChatGPT, Claude, etc.) as part of daily workflowWhat’s in it for youCompetitive base compensation based on experience ($2,000 - $3,500 USD).Performance bonuses tied to sales team efficiency and pipeline hygiene metricsFully remote work with a flexible schedulePTO, team trips, monthly “rocket-fuel” team events, and a monthly “Fun Money” stipend for team hangoutsOur Non-Negotiables (Must Read)We expect that you will take the steps necessary to do what you say you are going to do and be accountable for your actions — in other words, live “Above the Line.” We understand that not every person is ready for this level of performance. On the other hand, you would make an ideal candidate if you are willing to commit to the following principles:Accountability: See It, Own It, Solve It, Do ItBecome part of the solutionRespect for others and their feelingsAct nowAsk the question: “What else can I do?”Ask the questions: “What coaching do you have for me?” and “What can I do better?”Personal ownershipShow others that you careNext Steps:Apply for the job! Answer the questionnaire and submit your resume! We’ll review your application as quickly as we can and get back to you.