CPT-11479 CRM & Sales Support Virtual Assistant

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

A New Zealand-based supplier of premium timber products is seeking a part-time CRM & Sales Support Virtual Assistant to support a busy traveling sales professional with day-to-day inquiry management, CRM administration, and routine sales follow-up.

The company works closely with architects and interior designers during the specification and design process, with construction professionals and trades ultimately purchasing its products. The role is designed to take ownership of the lower-to-mid-level sales administration and follow-up tasks that do not require the salesperson's technical product expertise.

The ideal candidate is highly organized, communicates professionally, and can consistently keep inquiries, tasks, customer information, and next steps moving through Pipedrive without requiring significant oversight.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Contractors will be required to provide services that align with the following client tasks:

• Maintain accurate and complete customer and lead records within Pipedrive

• Attend daily Zoom or Microsoft Teams meetings to review priorities, focus areas, and assigned tasks.

• Assist with calendar management, including scheduling, updating, and organizing appointments and meetings.

• Record inquiries, meeting notes, follow-up requirements, and sales activity

• Update CRM tasks, statuses, and next steps

• Clear routine tasks from the salesperson's CRM and task inbox

• Ensure important information and customer activity are consistently documented

• Help maintain an organized and current sales pipeline

• Assist with incoming customer and prospect inquiries

• Complete routine follow-up that does not require technical product consultation

• Gather additional information needed to progress inquiries

• Coordinate sample requests and related administrative requirements

• Assist with organizing quotation requests for the appropriate internal team member

• Ensure inquiries receive timely, high-quality, personalized responses

• Coordinate and book meetings as required

• Record and organize meeting notes

• Convert voice notes and instructions from the salesperson into actionable CRM tasks

• Track outstanding follow-ups and ensure routine actions are completed

• Help keep opportunities progressing while the salesperson is traveling or focused on higher-value sales activity

• Conduct light-touch phone follow-up as the role develops

• Confirm receipt of samples, information, or other materials

• Follow up on straightforward next steps with prospective customers

• Escalate technical or consultative conversations to the salesperson

• Maintain professional communication consistent with the company's customer experience

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Previous CRM, sales support, customer service, or administrative experience required
• Pipedrive experience strongly preferred
• Experience supporting a salesperson or sales team preferred
• Experience managing customer inquiries and follow-up tasks preferred
• Strong written and verbal English communication required
• Experience within architecture, interior design, construction, building materials, or B2B sales is a plus but not required
• Strong organizational and data-entry skills
• Comfortable conducting light customer phone follow-up as the role develops

• Highly organized with excellent follow-through

• Strong customer service and sales support mindset

• Comfortable working independently from instructions and voice notes

• Excellent written and verbal English communication

• Detail-oriented with disciplined CRM habits

• Able to distinguish routine administrative follow-up from conversations requiring technical expertise

• Professional and personable when communicating with architects, designers, and construction professionals

• Proactive about keeping tasks and opportunities moving forward

• Pipedrive CRM

• Email Platforms

• Calendar & Scheduling Tools

• Microsoft Office / Google Workspace

• Contracted Hours per Week: 20 Hours
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: 7:30 AM – 11:30 AM NZ Time

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Entry, Junior, Senior, and Advanced Level
• Contracted Hours per Week: 20 hours/week
• Daily Working Time: 7:30 AM – 11:30 AM NZ Time
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A-B (Clear, Concise, Professional English Communication Required)
• REGION PREFERENCES: Any