CRM admin in plain terms
Someone keeps your CRM accurate so you can sell from it. That means logging calls and emails, updating deal stages, removing duplicate records, loading contact lists your business owns, booking demos and drafting quotes for you to approve.
The work happens in HubSpot, Salesforce, Pipedrive or a similar tool, under your account and your rules. The assistant never sells, quotes a price on its own or agrees terms with a buyer. If you already know which chores slow your reps down, that list makes a good starting scope.
Logging, cleanup and handoffs
Day to day, the job is mostly logging. The assistant reads the notes, call summaries or emails your reps share and records them on the right deal, with next steps and dates filled in. When a note shows the deal has moved forward, the stage changes. When it is unclear, the rep gets a short question.
Cleanup runs alongside. Duplicates are merged on a schedule, bounced addresses are marked, and contacts who asked to hear nothing more are tagged so nobody emails them by accident.
Handoffs go the other way too. A demo request that arrives through a form gets booked, confirmed and assigned. A pricing request gets drafted into a quote and passed to whoever approves pricing.
Your side of the setup
You own the CRM, the data and the decisions. In practice that means you add the assistant as a user, decide what they can see and change, and name one person they can ask when a record is unclear.
You also keep everything that touches a buyer's terms. The assistant drafts quotes. Someone on your side approves them and either sends them or lets the assistant send the approved version. Any list you ask to have imported should be one your business collected or has the right to use.
Questions about crm and sales admin
Can the assistant clean up years of duplicate contacts?
Yes, and it is a common first project. The assistant lists likely duplicates, agrees merge rules with you and works through them in batches, keeping a log of what was combined. Bulk merges should be approved before they run, since a bad merge is hard to undo.
Can you import a purchased or scraped list?
The work is limited to lists your business owns or has a clear right to use, such as event signups, past customers or your own form leads. Where a list came from and what consent it carries should be recorded at import. Questions about bought lists or outreach rules belong with your own counsel, and the FTC publishes business guidance on email marketing.
Who approves the quotes the assistant prepares?
Someone you name, usually the owner or a sales manager. The assistant builds the draft from your price book or template and routes it for approval. It reaches the buyer only after approval, and the assistant never changes pricing or terms on its own.
Sending a request commits you to nothing. It starts a conversation about scope.
Ask for a quoteOther services
Remote data entry
Typing, copying and updating records from your sources, following the field rules and formats you set.
Inbox and help desk
Ticket triage and replies in Zendesk, Help Scout, Gorgias or a shared inbox, under the assistant's own login.
Payment follow-up
Polite reminders on unpaid invoices, sent on a schedule you set, with disputes passed back to you.