What CRM and sales admin covers
CRM and sales admin is the record keeping that sits around your sales conversations. An assistant works inside HubSpot, Salesforce or Pipedrive to log calls and emails, move deals to the right stage, merge duplicate contacts, import lists your company owns and book demos on the right calendar.
The assistant keeps the system tidy so the people who sell can find what they need. It does not pitch, negotiate or promise pricing or terms. Quotes it prepares go to someone on your side for approval before anything reaches a buyer.
Most requests come from owners or sales managers whose CRM started out clean and slowly drifted: half-logged activity, stale stages, the same company entered three different ways.
Logging, cleanup and handoffs
Day to day, the job is mostly logging. The assistant reads the notes, call summaries or emails your reps share and records them on the right deal, with next steps and dates filled in. When a note shows the deal has moved forward, the stage changes. When it is unclear, the rep gets a short question.
Cleanup runs alongside. Duplicates are merged on a schedule, bounced addresses are marked, and contacts who asked to hear nothing more are tagged so nobody emails them by accident.
Handoffs go the other way too. A demo request that arrives through a form gets booked, confirmed and assigned. A pricing request gets drafted into a quote and passed to whoever approves pricing.
Access, rules and examples to share
An assistant can only follow rules it can see, so a useful handover has three parts.
Access. A dedicated user seat in HubSpot, Salesforce or Pipedrive, limited to the records and actions in scope. Calendars and any quoting tool follow the same pattern. Keep logins in a password manager that you control.
Rules. Stage definitions, duplicate rules, who approves quotes and which fields never change without asking.
Examples. A few deals you consider well kept, and one or two that show the mess you want fixed. Examples answer questions a rule sheet misses, and they give the assistant a picture of what finished looks like on your account.
Questions about crm and sales admin
Will the assistant talk to our prospects?
Only in narrow ways you agree on, such as sending a demo confirmation or a scheduling email from a template. The assistant does not pitch, answer pricing questions, negotiate or promise terms. Anything a buyer asks beyond scheduling goes to your salesperson.
How do reps get their notes to the assistant?
Whatever fits their habits: a Slack channel, a shared inbox, a forwarded email, transcribed voice memos or tasks inside the CRM. What matters is one agreed drop spot so nothing gets lost, plus a quick question back when a note is unclear.
Can the assistant book demos on our calendars?
Yes, with delegated calendar access. You set the rules: which reps take which demos, meeting length, buffer time and the booking tool to use. The assistant books, confirms and reschedules, and logs each demo against the deal.
Have a list of tasks you would hand over tomorrow? Send it with your tools and rough weekly hours.
Request a quoteOther services
General admin support
Calendar booking, form processing, document prep and tidying shared folders. Tell us what repeats and we pass it on.
Customer support coverage
Order status, returns and account questions answered in the hours you choose. Complaints and exceptions stay with you.
Invoicing and bookkeeping admin
Invoice drafts, receipt matching and payment reminders in QuickBooks or Xero. You or your accountant approve the books. No tax advice.