Sales Admin

WHO WE ARE
Zero Impact Solutions is an end-to-end renewable energy provider. We design, finance, build and maintain EV charging, fleet electrification, solar microgrid, battery energy storage and hydroponic systems for commercial and enterprise clients – and we handle every step in-house: sales, provisioning, design and engineering, contracting and construction, servicing and maintenance. We are a licensed C-10 contractor with construction crews across California, and our projects are backed by state and utility incentive programs (such as CALeVIP, utility make-ready programs and LCFS credits) that provide a steady, reliable flow of revenue.
We are growing fast and we run lean. If you want to work on real infrastructure with a small, fast-moving team – and you like using technology to get more done – we want to speak with you.

THE ROLE
The Sales Admin is the operational engine behind our sales team. You own the systems, data and project cadence that turn a signed proposal into a funded, permitted and built project: keeping our CRM accurate, our rebate applications on schedule, our customers informed, and our sales reps focused on selling.
This is not a clerical position. We are looking for someone who thinks like a business analyst, works like a project manager, and uses AI tools every day to work faster. You will support deal flow directly (proposals, quotes, customer follow-up), manage a caseload of active projects across sales, engineering, incentives and construction, and continuously improve how the sales organization operates.
How your time is spent: Sales Support & Deal Flow (40%)  ·  Project Management (35%)  ·  CRM, Data & AI-Driven Process Improvement (25%)

WHAT YOU'LL DO
Sales support & deal flow  (40%)
• Build and send proposals, quotes and follow-up materials for the sales team; keep proposal templates, pricing sheets and collateral current.
• Qualify inbound leads, schedule discovery calls and site assessments, and keep the pipeline moving with timely, professional follow-up by phone and email.
• Prepare RFP/RFQ and bid responses: track requirements, assemble documents, coordinate inputs from engineering and construction, and submit on time.
• Prepare, submit and track incentive and rebate applications (CALeVIP, utility make-ready programs, LCFS registration) – these deadlines directly affect revenue.
• Support contract execution: assemble agreements, route for signature, collect site documentation, and hand projects off cleanly to engineering and construction.
• Serve as a point of contact for customers, utilities and partners during the sales-to-construction transition.

Project management  (35%)
• Own a caseload of active projects from signed proposal through construction kickoff; maintain milestone schedules, deadlines and current status for each.
• Run weekly status reviews with sales, engineering, incentives and construction; publish clear status reports and action items.
• Track risks, issues and dependencies (permits, utility interconnection, rebate approvals, equipment lead times) and escalate early.
• Keep project trackers, documentation and dashboards accurate in Salesforce and Smartsheet so leadership always knows where every deal stands.

CRM, data & AI-driven process improvement  (25%)
• Administer and improve our Salesforce CRM: data accuracy, custom fields, validation rules, record-triggered flows, reports and dashboards.
• Use AI tools daily (ChatGPT, Claude, Microsoft Copilot, Salesforce Einstein) to draft proposals and customer communications, summarize RFPs and program guidelines, research prospects, and clean and analyze data.
• Automate repetitive work with Salesforce Flows, Smartsheet automations, Zapier/Power Automate or simple scripts – and measure the time saved.
• Build and maintain sales and pipeline reporting (conversion rates, proposal turnaround, rebate status, project aging) in Salesforce, Excel or Power BI.
• Document business processes, own the sales playbook, and propose and implement improvements.
• Other duties as assigned.

WHAT YOU BRING
• Experience: 1–3+ years in sales operations, sales support, business analysis, CRM administration or project coordination. Strong recent graduates with substantial internship or project experience are encouraged to apply.
• Sales skills: comfortable on the phone and in front of customers; writes clear, persuasive proposals and emails; follows up relentlessly and keeps commitments.
• Project management: has managed multiple concurrent projects with real deadlines; knows how to run a status meeting, maintain a schedule, and track risks and action items. Familiar with Agile/Scrum or traditional methods and tools such as Jira, Smartsheet, MS Project, Asana or Monday.
• AI fluency: uses generative AI as part of daily work – prompting, drafting, summarizing, analysis – and can show examples of using AI to work faster or automate a workflow.
•CRM: hands-on Salesforce experience; admin-level skills preferred (flows, reports and dashboards, Data Loader, user and permission management). HubSpot or similar considered.
•Data: advanced Excel/Google Sheets (pivot tables, lookups, complex formulas); dashboards in Power BI, Tableau or Salesforce; SQL is a plus.
•Communication: excellent written and verbal communication; able to work confidently with customers, utilities, engineers and field crews.
•Mindset: analytical, solution-oriented and organized; handles high-stakes, short-notice problems calmly; thrives in a fast-paced, small-company environment.

Nice to have
• Bachelor's degree in Business, Computer Science, Analytics, Engineering or a related field; MBA a plus.
• Salesforce Administrator certification.
• PMP, CAPM, PMI-ACP or Scrum certification
• AI credentials such as PMI's Generative AI for Project Managers, Microsoft AI Fundamentals or Salesforce AI Associate.
•  Experience with process automation, workflow design or light scripting (Python, Apex, Power Query).
• Experience in EV charging, solar, construction, utilities or another incentive-driven industry.
•  Startup or small-team experience.

WHY THIS ROLE
You will see the whole business – sales, incentives, engineering and construction – and own the systems that connect them. People who succeed in this seat grow into Sales, Sales Operations or Project Management roles as we scale.
To apply: send your resume and a short note describing one workflow you automated or one way you use AI in your work today.