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Sales Administrative Assistant

Whim Hospitality • Dripping Springs, TX • 2h ago

Job Title: Sales Administrative Assistant (Entry Level)

Company: Whim Event Rentals

Department: Sales

Reports To: Director of Sales

About the Role

At Whim Event Rentals, great events start with great communication - and that's where you come in. We're looking for an entry-level Sales Administrative Assistant who enjoys staying organized, talking to people, and keeping things moving behind the scenes.

This role is a key support position within our Sales team. You'll be one of the friendly voices clients hear first, help keep contracts and payments on track, and support reporting that helps our team perform at its best. It's an ideal starting point for someone excited to learn the event rentals business from the ground up.

What You'll Do (aka How You'll Make an Impact)

Be the Friendly First Impression

Answer inbound calls to our showroom and direct inquiries appropriately

Create a welcoming environment as the face of the showroom, being the consistent coverage at homebase to support existing and new clients

Respond to emails and messages with warmth, professionalism, and clarity

Help ensure every client feels welcomed, informed, and taken care of

Support the Sales Process

Assist with preparing and sending rental quotes, proposals, and contracts

Manage data entry and update customer, contract, and event details in our rental software

Track what's been sent, signed, paid, and still pending

Help keep contracts organized, accurate, and moving forward

Support the Sales team with collecting deposits and final payments, and follow up with clients regarding outstanding balances in a professional, friendly manner

Coordinate with Accounting to ensure payments are properly recorded

Keep the Team Organized & Informed

Assist with basic sales reporting and tracking

Help maintain clean, accurate data for forecasting and commissions

Support admin projects and data cleanup during peak seasons

Maintain an organized showroom that reflects hospitality, professional, and warmth, accounting for cleanliness and presentation

Coordinate Internally

Communicate order updates between Sales, Operations, Warehouse, and Accounting

Assist with event changes and documentation as needed

Help ensure all details are finalized before event execution

What We're Looking For

You'll Be a Great Fit If You...

Enjoy talking to people and providing great customer service

Love organization and staying on top of details

Are comfortable handling payment-related conversations professionally

Can juggle multiple tasks without losing your cool

Are eager to learn and grow within a sales-driven environment

Experience

High school diploma or equivalent required; some college a plus

Customer service, administrative, or hospitality experience preferred

Cash handling, invoicing, or payment follow-up experience is a plus

(Training provided - we'll set you up for success!)

Experience with data management systems is a plus

Why Whim?

Fun, fast-paced environment where no two days are the same

Supportive, collaborative team culture

Exposure to sales, events, and operations

Clear pathways to grow into Inside Sales, Account Management, or Operations roles

The Whim Way

We believe details matter - and so do people. If you're dependable, friendly, and excited to help create unforgettable events while building your career, we'd love to meet you.

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