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
What we love to do! Meetings are a complex, time consuming orchestration of budgeting, planning, negotiation and attention to detail. It was founded in undefined, and is headquartered in New York City, US, with a workforce of 11-50 employees. Its website is http://www.canvasmeetings.com.
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