Direct Client Virtual Assistant Jobs in Reno, NV

Job Description

The Client Engagement Associate & Sales Coordinator (CEA/SC) is a dual-function role that serves as both the office concierge and an active sales support resource for the team. This is not a traditional receptionist or administrative role. It requires initiative, attention to detail, and the ability to shift fluidly between client-facing responsibilities and sales production support.

The CEA/SC reports to the Managing Director and works closely with the Client Engagement Managers (CEMs). This full-time position offers the opportunity to gain contract furniture industry experience and knowledge of Haworth product.

Key Responsibilities:

CEC Operations

•    Conduct daily walk-throughs to maintain a showroom-ready appearance

•    Maintain and organize product libraries, sample resources, and finish library

•    Manage inventory and order kitchen, office, janitorial, and printing supplies

•    Utilize MD credit card for CEC and event purchases within established budget

•    Maintain SWAG inventory and branded showroom items in partnership with Marketing

•    Coordinate with property manager and janitorial teams for facility needs; report IT and furniture concerns to appropriate contacts

•    Update digital displays to align with current branding requirements

•    Coordinate rotating ancillary vignettes with manufacturers and Marketing

•    Assemble new hire welcome kits; learn and adhere to building requirements including life/safety, mailroom, and parking procedures

•    Reception & Guest Services

•    Answer and transfer incoming calls; relay urgent messages

•    Greet guests, offer refreshments, and direct to meeting spaces

•    Anticipate event needs; coordinate advance orders for catering, supplies, and materials

•    Set up and break down events; prepare conference rooms with catering and printed materials

Mail, Shipping & Receiving

•    Process daily mail including invoices, checks, correspondence, and samples

•    Prepare and ship packages via FedEx and UPS online systems

•    Receive and process furniture shipments for the CEC as needed

Administrative & Executive Support

•    Handle incoming emails and calls on behalf of leadership as directed

•    Assist with correspondence, agendas, and presentations aligned to corporate branding

•    Assist MD with content compilation for the office monthly huddle

•    Process and submit expense reports

•    Adhere to company established policies, processes, and procedures; communicate effectively with all PeopleSpace team members; attend company meetings

Sales Support

•    Assess incoming client needs and assist CEMs with open opportunities

•    Assist in product specification, building a SIF, discounting, and product research

•    Assist in preparing presentation materials and cutsheet packages of final specifications for client approval

•    Obtain labor quotations and pricing quotations from vendors

•    Assist with preparation of pricing quotations and budgetary Excel summaries; prepare quotes for presentations to customers

•    Attend client meetings and presentations; capture detailed meeting minutes and project notes

•    Assist with placing orders into the system; assist in creating and maintaining client standards (e.g., project finish schedules)

•    Support lead entry and data tracking in NetSuite CRM; maintain contacts database in NetSuite on behalf of Marketing, MD, and/or Sales Ops

•    Update vendor contacts and discount information by market in NetSuite

•    Coordinate and schedule vendor Lunch & Learn sessions including invites, space, and logistics

•    Support ancillary budget development using RRT spreadsheets to calculate discounting and GP

•    Pick up and drop off finish samples as needed

Events

•    Serve on Culture Committee to help plan and execute internal events

•    Coordinate logistics for client CEC visits including communication, setup, and follow-through

•    Assist with planning customer events, happy hours, and CEC tours

•    Attend Marketing signature event planning meetings and execute assigned tasks

Qualifications & Skills:

•    Six (6) months of sales or customer service experience preferred

•    Excellent communication and customer service skills

•    Outgoing, interpersonal sales personality

•    Ability to manage multiple priorities and shift between administrative and sales responsibilities

•    Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams)

•    Experience with NetSuite or similar CRM a plus

•    Strong work ethic and self-motivated

•    Bachelor’s Degree preferred