Administrative Assistant - Sales Operations Specialist

About the role

Bullfrog International designs and manufactures the world's only luxury hot tubs with the patented JetPak Therapy System. JetPaks are modular jetted spa seats that allow the user to customize, interchange and upgrade their hot tub's jetted massages at any time. Founded in 1996, Bullfrog International is headquartered in the greater Salt Lake City, Utah metro area. Our mission is to create peaceful lives. We fulfill this mission by embodying the values of Care, Commitment, and Trust and through the application of our principles of Respect, Humility, and Continuous Improvement. We empower our people with autonomy, a sense of ownership, and knowing they are supported in their growth, so they can strive to live balanced, peaceful lives.

The Sales Operations Specialist provides operational, administrative, and project support to sales leadership while helping drive efficiency across sales processes, systems, and programs. The ideal candidate is a proactive, detail-oriented problem solver with strong organizational, customer service, and communication skills. The ability to self-teach new tools and develop processes to teach others is key. CRM experience is required, HubSpot experience is preferred, and proficiency in Microsoft Office applications, particularly Excel, is essential. This role requires the ability to manage multiple priorities independently while supporting team and executive needs.

Responsibilities

• Provide support to Vice President of Sales, Sales Directors, Regional Managers, Channel-Marketing, and Director of Dealer Success.
• Build, update and maintain reports using Excel. (Intermediate Excel experience required; candidates will complete an open-book practical Microsoft Excel assessment prior to hire.)
• Take concept to content by re-iterating sales tools/processes for efficiency, standards, documents, checklists, and S.O.P.s needed to implement into action.
• Assist with implementation of new HubSpot features for Sales team (must have prior CRM experience; HubSpot experience preferred).
• Create walk-thru videos and standard process documents to align Regional Managers with unified operating procedures across all regions of North America.
• Create e-sign documents with Adobe Acrobat Sign.
• Create region maps with mapbusinessonline.com software (training provided).
• Build, maintain and organize account files.
• Manage sales team meeting calendar, including scheduling team meetings (in-person and virtual), travel arrangements, facility bookings, conferences, reservations, ordering catering, as well as supporting executives in attendance.
• Create requests for new content supporting the sales team.
• Establish and maintain effective professional business relationships with all levels of management, employees and business contacts.
• Assist with general office errands, support and assistance with various administrative tasks and projects as needed.
• Assist with filing and copying agreements and other critical documents.
• Potential travel to sales conferences, meetings, or trade shows a few times a year.
• Occasionally assist with supporting international accounts and programs.

Requirements

• High School Diploma required; College Education preferred.
• 2 years minimum professional experience as administrator, executive assistant, account manager, customer service agent, operations manager, or similar field.
• In-office position with travel a few weeks a year.

Skills

• A resourceful self-starter who solves problems using the tools at hand; proactively learns new skills by digging into AI, Google, or YouTube tutorials.
• Demonstrates a sense of urgency, professionalism, patience, as well as high level of interpersonal skills to handle time-sensitive and confidential situations in a fast-paced environment.
• Moderate skills in Microsoft Word, Excel, PowerPoint and Outlook required; ability to learn and become proficient in additional cloud-based programs like SharePoint, OneDrive, Teams, Asana, and more.
• CRM experience required; HubSpot experience preferred.
• Excellent customer service skills, written and verbal communications, planning and organizational skills.
• Makes effective decisions with minimal supervision and information.
• Expert problem-solver, solution and team-oriented, and works collaboratively to achieve team goals.
• Takes initiative and pursues opportunities for improving efficiency; quick learner who can develop skills rapidly.
• Strong multi-tasking skills; completes several concurrent tasks.
• Manages time effectively, exercises good judgment in setting priorities to complete tasks to meet deadlines with strong attention to detail and ability to balance and maintain workload.
• Ability to anticipate the needs of executives, Regional Managers, and other team members.
• Ability to keep team on task in meetings, and follow-through with data collection and reports.