Sales/Customer Service Manager - Administrative Assistant

Training That Lasts is looking for an organized, personable, and dependable professional to manage sales, client communication, scheduling, and daily administrative operations. You’ll be a primary point of contact for new leads and existing clients, helping dog owners understand our services and guiding them from their first inquiry through appointments and continued training.

This role requires someone who takes initiative, follows through, keeps accurate records, and makes sure clients and employees have what they need. Your work will directly support bookings, client relationships, and the day-to-day organization of the business.

Responsibilities

● Lead Response And Sales: Call new leads, respond to inquiries by phone, text, and email, learn about each owner’s needs, explain our services, and help them take the next step. Follow up consistently with prospects who have not booked.

● Client Service: Answer questions, communicate expectations, handle scheduling concerns, and resolve issues professionally. Coordinate with trainers when questions require their input.

● Appointment Management: Schedule behavioral consultations, private sessions, Board & Train programs, and other services. Manage confirmations, reminders, cancellations, rescheduling, and follow-up communication.

● Employee Scheduling: Coordinate employee and trainer schedules, communicate assignments and changes, and account for availability, appointment locations, and travel time.

● CRM Organization: Maintain accurate HubSpot records, including contact information, dog details, lead sources, conversations, appointments, service interests, notes, and follow-up tasks. Keep contact stages current so opportunities and client needs are easy to track.

● Invoicing And Payment Follow-Up: Prepare and send invoices, communicate deposits and payment schedules, track outstanding balances, and follow up on overdue payments. Keep billing records accurate and flag discrepancies.

● Documents And Client Onboarding: Prepare and send personalized agreements, assessment forms, waivers, preparation guides, and other service documents. Track completion and signatures before appointments or program start dates.

● Campaign Coordination: Organize and carry out email and text campaigns, promotions, client reactivation, and ongoing follow-up campaigns. Maintain contact lists, coordinate timing, and track responses and bookings.

● Reviews And Client Follow-Up: Send review requests, follow up after services, collect feedback, and bring concerns to the appropriate team member.

● Sales And Business Tracking: Track new leads, response times, follow-up activity, appointments booked, conversion rates, sales, payments collected, cancellations, and campaign results. Provide clear updates on performance and outstanding priorities.

● Daily Administration: Keep calendars, files, client records, and task lists organized. Coordinate with ownership and trainers, identify gaps in the process, and follow tasks through to completion.

Requirements

● Experience in sales, customer service, office administration, scheduling, or business operations, with the ability to manage several responsibilities at once.

● Confidence making outbound calls, following up with leads, explaining services, discussing pricing, and asking for the booking.

● Strong phone etiquette and clear, professional written communication.

● Excellent organization, attention to detail, time management, and consistent follow-through.

● Experience using CRM systems, shared calendars, invoicing software, email, spreadsheets, and task management tools. Familiarity with HubSpot, QuickBooks, and Google Workspace is a plus.

● Comfort tracking numbers, reviewing results, and maintaining accurate sales and payment records.

● The ability to handle client concerns calmly, use sound judgment, and coordinate effectively with a team.

● A willingness to learn Training That Lasts’ services, approach, and client process so information is communicated accurately.

● Respect for confidential client, employee, and business information.

● Experience in dog training, pet care, or another appointment-based service business is a plus.

What Success Looks Like

New leads receive prompt responses and consistent follow-up. Clients understand their next steps, appointments stay organized, employees have clear schedules, and documents and payments are tracked accurately. The CRM reflects what is happening in the business, campaigns are carried through, and ownership has reliable numbers to make decisions.

Pay: From $22.00 per hour

Benefits:

• Paid time off

Work Location: Hybrid remote in Bristol, IL 60512