Scale Virtually VA

Sales Assistant/Setter

Scale Virtually VA

full-time

Posted on:

Location Type: Remote

Location: Philippines

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About the role

  • The Sales Assistant/Setter VA supports the client and their sales team by driving consistent outbound follow-up, reviving dormant accounts in HubSpot, and generating qualified conversations that can be handed off to closers.
  • This role focuses on CRM hygiene, lead nurturing, call execution, and accurate documentation—so the owner can stay focused on closing and field sales.
  • The VA must be persistent, organized, and comfortable speaking with blue-collar, construction, and industrial buyers while maintaining a professional and respectful tone.
  • Navigate HubSpot Contacts and Companies to locate accounts and key contacts.
  • Review activity history and existing notes before outreach, especially for low-touch accounts.
  • Update contact-level details when verified (e.g., role changes, phone number updates) within allowed permissions and document changes as needed.
  • Create and maintain clear notes capturing conversations, decision-makers, objections, and next steps.
  • Access SOS Inventory to review customer order history, estimates, and open items when needed.
  • For active accounts with high volume, capture and paste recent relevant purchase history (e.g., last 10–15 transactions) into HubSpot notes for quick reference.
  • Identify open estimates and provide the estimate number and context to the closer when action is required.
  • Call into the existing HubSpot database (~3,500 accounts) to re-engage customers and identify low-hanging opportunities.
  • Maintain persistence with a follow-up cadence (often 10–17 touchpoints for phone outreach) while staying polite and respectful of the prospect’s time.
  • Ask discovery questions to learn current suppliers, what they buy most, and what they would change about vendor relationships.
  • Create estimates in SOS Inventory when requested and enter line items accurately based on customer needs.
  • For special/non-catalog items, conduct quick web research, document findings, and include key details (manufacturer, part number, sources) in the estimate notes and the handoff message.
  • Do not convert estimates to sales orders initially; notify the closer (Jeff/Brian/Nicole or assigned closer) to review and process.
  • Communicate urgent needs using the agreed hierarchy: phone call first, then text, then email.
  • Track follow-ups and reminders in a structured way (tasks, lists, or CRM-based workflow) without relying on assigning tasks directly to Jeff.
  • Maintain visibility reporting (daily/weekly) on call volume, connects, notes added, follow-ups scheduled, and qualified handoffs to closers.
  • Support the ongoing cleanup and enrichment of CRM data (tagging, segmentation, and keeping contact trees accurate

Requirements

  • Critical requirement: articulate, persistent, and confident on the phone—able to be aggressive without being rude.
  • Strong English communication with minimal accent; familiarity with U.S./Texas culture and blue-collar jobsite language is a major advantage.
  • Bilingual Spanish–English is a strong plus (not required unless later confirmed as mandatory).
  • Comfortable speaking with industrial, construction, municipal, and manufacturing buyers, including rough, fast-paced personalities.
  • High attention to detail in documenting calls, updating notes, and keeping CRM records clean and useful.
  • Strong judgment: knows when to escalate urgent items and how to communicate special instructions so they are not missed.
  • Coachability: willing to learn high-conversion approach by listening to recorded calls and applying feedback.
  • Tech confidence navigating HubSpot CRM and SOS Inventory; able to learn a minimal-permissions user environment.
  • Professional, honest, and reliable; does not overpromise and follows through on commitments.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
CRM hygienelead nurturingcall executiondocumentationdata entrycustomer order historyestimate creationweb researchfollow-up trackingcommunication
Soft Skills
persistenceorganizationarticulationconfidenceattention to detailstrong judgmentcoachabilityprofessionalismreliabilityrespectfulness