Background

We’re looking for a highly organized, proactive Sales Assistant/Coordinator to help keep our sales funnel full by identifying ideal prospects, enriching and validating contact data, and executing outbound campaigns. You’ll own CRM hygiene in Zoho CRM and run consistent outreach using Zoho Campaigns and/or Lemlist, helping ensure our outreach is targeted, accurate, and timely.

This role is perfect for someone who loves systems, is obsessed with clean data, and takes pride in turning a messy lead list into a high-performing outbound engine.

Primary Outcomes (What Success Looks Like)

• A steady stream of qualified prospects added to the pipeline each week
• Clean, accurate Zoho CRM records (contacts, accounts, notes, statuses, tasks)
• Consistent, well-executed outbound campaigns with trackable results
• Efficient, mapped in-person stop routes with verified addresses and correct decision-makers

Key Responsibilities

1) Funnel-Fill & Prospecting Support

• Build and maintain targeted prospect lists based on our Ideal Client Profile (ICP)
• Identify decision-makers (HR, Payroll, Operations leadership) and confirm they’re current
• Research businesses and prioritize best-fit targets for outreach and in-person drops

2) Data Enrichment & Validation

• Enrich accounts and contacts with missing fields (titles, emails, phone numbers, locations, employee count, etc.)
• Validate data accuracy (correct addresses, correct office locations, company status, role confirmation)
• Verify that the person we want to meet actually works in that office (not remote, not outdated)

3) Zoho CRM Ownership (Non-Negotiable)

• Create/update leads, contacts, accounts, and deal records in Zoho CRM
• Maintain clean pipeline stages, next steps, tasks, and follow-up dates
• Log activities and ensure every lead has an owner, status, and next action
• Build simple CRM reports/dashboards as needed (activity, pipeline health, campaign performance)

4) Campaign Execution (Zoho / Lemlist)

• Create, schedule, and send outbound campaigns (email sequences and/or light multi-touch)
• Segment lists, manage suppression lists, and ensure compliance with best practices
• Track performance metrics (open/reply rates, meeting conversions) and recommend adjustments
• Coordinate follow-up workflows so no warm lead falls through the cracks

5) In-Person Stop Planning & Route Optimization

• Build “visit-ready” target lists with verified addresses and best times to stop by
• Map/optimize routes for efficient drop days (clusters by area)
• Prep briefing notes for each stop: who to ask for, what they care about, context/history

Administrative

• Calendar management for the CEO

Skills & Qualifications

• 2+ years supporting sales teams, outbound prospecting, or CRM administration (VA experience is great)
• Strong experience with Zoho CRM (required)
• Experience running outbound campaigns in Zoho Campaigns and/or Lemlist (or similar tools)
• Excellent research skills (LinkedIn, company websites, directories, etc.)
• Strong attention to detail and comfort cleaning/standardizing data
• Clear written communication and follow-through (tasks get closed, not “left open”)

Nice-to-Haves

• Experience in B2B services/SaaS/HCM/payroll (helpful but not required)
• Basic understanding of deliverability and list hygiene
• Familiarity with mapping/routing tools (Google My Maps, Route planning apps, etc.)

Work Style & Expectations

• Self-directed: you don’t wait to be told what’s next—you find the next best action
• Process-oriented: you create repeatable systems and checklists
• Metrics-driven: you care about volume, quality, and conversion—not just “busy work”
• Confidential and professional: you’ll handle sensitive contact and pipeline data

KPIs (How You’ll Be Measured)

• Qualified leads added per week/month
• CRM accuracy and completeness (audit pass rate, duplicates reduced, fields filled)
• Campaign consistency (touches sent on schedule) and performance (reply/meeting rates)
• “Visit-ready” stops prepared (verified decision-maker + correct address + mapped route)

• Build and maintain targeted prospect lists based on our Ideal Client Profile (ICP)
• Identify decision-makers (HR, Payroll, Operations leadership) and confirm they’re current
• Research businesses and prioritize best-fit targets for outreach and in-person drops
• Enrich accounts and contacts with missing fields (titles, emails, phone numbers, locations, employee count, etc.)
• Validate data accuracy (correct addresses, correct office locations, company status, role confirmation)
• Verify that the person we want to meet actually works in that office (not remote, not outdated)
• Create/update leads, contacts, accounts, and deal records in Zoho CRM
• Maintain clean pipeline stages, next steps, tasks, and follow-up dates
• Log activities and ensure every lead has an owner, status, and next action
• Build simple CRM reports/dashboards as needed (activity, pipeline health, campaign performance)
• Create, schedule, and send outbound campaigns (email sequences and/or light multi-touch)
• Segment lists, manage suppression lists, and ensure compliance with best practices
• Track performance metrics (open/reply rates, meeting conversions) and recommend adjustments
• Coordinate follow-up workflows so no warm lead falls through the cracks
• Build “visit-ready” target lists with verified addresses and best times to stop by
• Map/optimize routes for efficient drop days (clusters by area)
• Prep briefing notes for each stop: who to ask for, what they care about, context/history
• Calendar management for the CEO

• Zoho CRM
• Zoho Campaigns
• Lemlist
• Research skills
• Attention to detail
• Data cleaning and standardization
• Written communication
• Follow-through

• 2+ years supporting sales teams, outbound prospecting, or CRM administration (VA experience is great)
• Strong experience with Zoho CRM (required)
• Experience running outbound campaigns in Zoho Campaigns and/or Lemlist (or similar tools)
• Excellent research skills (LinkedIn, company websites, directories, etc.)
• Strong attention to detail and comfort cleaning/standardizing data
• Clear written communication and follow-through (tasks get closed, not “left open”)