Sales Assistant (Miami, FL)

Sales Assistant

Position Overview

The Sales Assistant provides administrative, operational, and client support to the sales team to ensure efficient daily operations and a high standard of customer service. This role is responsible for coordinating client communications, managing documentation, maintaining accurate customer records, and assisting sales professionals with account-related inquiries and administrative tasks.

The Sales Assistant works closely with sales representatives, brokers, management, and clients to facilitate information exchange, ensure timely completion of required documentation, and maintain organized account records. The ideal candidate is detail-oriented, dependable, and proactive, with strong communication and organizational skills and the ability to manage multiple priorities in a fast-paced, deadline-driven environment.

Key Responsibilities

• Sales Team Support: Provide administrative and operational assistance to sales representatives, brokers, and management to support daily activities and overall sales team effectiveness.
• Client Communication: Communicate professionally with clients through email, telephone, mail, and customer relationship management (CRM) systems to address inquiries, provide updates, and coordinate account-related requests.
• Documentation Management: Request, collect, review, distribute, and track required client account documents to ensure timely submission and completion of documentation requirements.
• Customer Record Maintenance: Maintain accurate and up-to-date client profiles, account information, contact details, and related documentation within internal systems and databases.
• Account Information Coordination: Assist sales professionals and clients with account-related information, reports, correspondence, and documentation while ensuring information is accurate and appropriately communicated.
• Administrative Recordkeeping: Organize and maintain electronic and physical files to ensure records are complete, accessible, and properly retained in accordance with established procedures.
• CRM and Database Management: Update client interactions, document requests, follow-up activities, and account information in CRM systems to support effective tracking and reporting.
• Sales Process Coordination: Assist with administrative aspects of sales activities, including preparing correspondence, tracking outstanding requests, coordinating follow-ups, and ensuring required information is available to the sales team.
• Client Service and Issue Resolution: Respond to routine client requests, direct inquiries to the appropriate personnel, and follow up on outstanding issues to support a positive customer experience.
• Confidentiality and Compliance: Handle sensitive client and account information with discretion while following applicable privacy requirements, internal policies, and established financial services procedures.
• Task and Deadline Management: Prioritize competing requests, monitor outstanding documentation, and complete administrative responsibilities accurately and within established deadlines.
• Cross-Functional Collaboration: Coordinate with other departments, including operations, compliance, account services, and management, to resolve documentation issues and support efficient business processes.
• Process Improvement: Identify opportunities to improve administrative workflows, documentation tracking, recordkeeping practices, and overall sales support efficiency.
• Additional Administrative Duties: Perform other sales support and administrative responsibilities as assigned by management.

Qualifications and Requirements

• High school diploma or equivalent required; an associate's or bachelor's degree in Business Administration, Finance, Accounting, or a related field is preferred.
• Previous experience in administrative support, sales coordination, customer service, or a similar role is preferred.
• Experience in brokerage, banking, fixed income, investment services, or another financial services environment is an advantage.
• Excellent written and verbal communication skills, with the ability to interact professionally with clients, sales personnel, and internal stakeholders.
• Strong organizational and time management skills, with exceptional attention to detail and accuracy.
• Ability to manage multiple tasks simultaneously, prioritize responsibilities, and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Office applications, particularly Outlook, Word, and Excel.
• Familiarity with CRM systems, client databases, document management platforms, and other administrative software.
• Ability to maintain accurate records, manage correspondence, and track outstanding documentation effectively.
• Strong customer service skills and a professional, courteous approach to client interactions.
• Ability to handle confidential information responsibly and exercise sound judgment when managing sensitive client records.
• Strong problem-solving skills and the ability to work independently while contributing effectively to a team.
• Willingness to learn industry-specific terminology, procedures, systems, and regulatory requirements.

Preferred Qualifications

• Previous experience supporting sales professionals, brokers, financial advisors, or account managers.
• Familiarity with municipal bonds, fixed-income securities, brokerage operations, and general financial market terminology.
• Experience working with financial account documentation and client onboarding processes.
• Knowledge of customer relationship management (CRM) systems and electronic document management tools.
• Familiarity with recordkeeping standards, confidentiality requirements, and compliance procedures within financial services.
• Experience preparing client correspondence, maintaining account records, and coordinating documentation requests.
• Demonstrated ability to work effectively in a deadline-driven environment with frequent client and internal communications.
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