Virtual Sales Assistant

TEddy Bear Portraits - Fresno, CA

Full-time - Entry Level

Fresno, CA

Professional, Scientific, and Technical Services

About the position

The Virtual Sales Assistant will assist the Territory Manager and Photography Manager by keeping them organized, ensuring accurate data and meeting deadlines. This role is crucial in maintaining communication and organization within the team, as well as ensuring that all necessary information is accurately recorded and up-to-date.

Responsibilities

• Obtain and enter all photo dates and details into CRM and continually monitor to ensure all necessary information is in the system and up-to-date (including all service requests).
• Point of contact for Yearbook Advisors, notifying them of order form delivery, QR card delivery, package delivery, etc.
• Send weekly reminders to School contact(s) for all job types and use this opportunity to obtain any missing details.
• Request student/Staff rosters (data files) from School for use on photo day.
• Assist Customer Care and Marketing in setting up the Senior websites and review for accuracy.
• Monitor all online Senior appointment schedules and make staffing recommendations when warranted.
• Proof ID Cards with School contact(s) until approval is obtained.
• Check in all Sports/Event jobs and ensure completely received.
• Monitor all jobs on hold or not received and work with Territory to get job into Production queue.
• Monitor all dates without photographers scheduled and notify Territory until resolved.
• Act as liaison between Territory & Production/Services Departments regarding job status and service requests.
• Create and send Photographed & Not Photographed lists.
• Create and send Pictorial Directories/Mugbooks.
• Create composites and proof with School contact(s) until approval is obtained.
• Perform miscellaneous tasks upon request by School/TM/Sales Representative.

Requirements

• Excellent customer service skills
• Proficient in Microsoft Office, with aptitude to learn new software and systems
• Excellent verbal and written communication skills
• Above average organizational skills
• Ability to follow-up
• Strong time-management skills and multi-tasking ability
• Outstanding attention to detail
• Ability to prioritize tasks and work independently
• Reachable by phone or email during regular business hours
• Respond to all emails and voicemails within 24 hours
• Document and communicate all changes and modifications of procedures with the Support Services Manager.