Sales and Administrative Coordinator

The Sales & Administrative Coordinator provides comprehensive support across administrative, sales, marketing, and office management functions. This role is responsible for ensuring seamless daily operations, supporting management and sales teams, and maintaining an organized, efficient, and positive work environment.

Key Responsibilities:

Administrative Support

• Act as first-line support for the executive team (Sales/Operations/Delivery).
• Coordinate and schedule meetings between management and external parties, including sending calendar invites, confirming attendance, and following up as needed.
• Book travel arrangements, including flights, hotels, rental cars, and restaurant reservations.
• Track incoming emails and ensure visibility of important messages to relevant parties.
• Prepare for conferences and events, including logistics and materials.
• Code and submit expense reports accurately and in a timely manner.
• Support billing processes, including generating and sending invoices, tracking payments, and following up on outstanding accounts.

Sales Support

• Organize and maintain the Sales Database/CRM with all relevant information.
• Attend client meetings and create summary notes.
• Create rate card and project quote documents for the sales team.
• Track sales team expenditures against the yearly budget and report variances.
• Conduct ad hoc research projects to support sales initiatives.

Marketing Support

• Draft and edit LinkedIn posts, press releases, website updates, and other public-facing copy.
• Create external facing sales and marketing decks using standard tools such as PowerPoint.
• Work with industry groups to support advertising, merchandising, and branding for company sponsored events.
• Arrange and coordinate client gifts for marketing and relationship-building purposes.

Office Management

• Maintain the office space to ensure a clean, organized, and welcoming environment.
• Monitor and replenish office and kitchen supplies as needed.
• Assist staff with shipments through services such as FedEx, UPS, and USPS.
• Organize employee events

• Proven experience in an administrative coordinator, office manager, or similar role.
• Strong organizational and multitasking skills with attention to detail.
• Excellent verbal and written communication abilities.
• Proficiency with MS Office Suite, CRM systems (Zoho is a plus), and office equipment.
• Experience with travel booking, billing, and expense reporting is preferred.
• Ability to handle confidential information with discretion.
• Communication and interpersonal skills.
• Problem-solving and adaptability.
• Budget tracking, billing, and expense coding.
• Self-starter and able to prioritize tasks while working independently.
• Experience in the film and television industry is a plus.
• Fulltime in NY office required.
• Bachelor’s degree or equivalent experience preferred
• Compensation: $50,000-$55,000 annually