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.
A typical week of CRM work
The work is usually a set of recurring tasks plus a queue for one-off requests. A normal week might include:
- Logging calls, meetings and emails against the right contact and deal
- Moving deals between stages based on notes from your reps
- Merging duplicate contacts and companies, with a log of what changed
- Importing a list your business owns after checking columns and consent fields
- Booking demos and sending calendar invites
- Drafting quotes from your price book and holding them for approval
- Flagging deals with no activity for longer than you allow
A short written summary at the end of the week covers what was done and what needs a decision from you.
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 book demos on our calendars?
Yes, with delegated calendar access. You set the rules: which reps take which demos, meeting length, buffer time and the booking tool to use. The assistant books, confirms and reschedules, and logs each demo against the deal.
What does the assistant need permission to change?
Usually contacts, companies, deals, activities and tasks in the pipelines in scope. Most admin work does not need rights to bulk delete, export the full database, edit user permissions or touch billing. Start narrow and add rights when a task calls for them.
How will we know what the assistant changed?
Most CRMs keep a change history on each record, which is one reason a named seat matters. On top of that, ask for a short weekly summary: activity logged, merges made, deals moved, quotes drafted and anything waiting on a decision from you.
Sending a request commits you to nothing. It starts a conversation about scope.
Ask for a quoteOther services
Spreadsheets and records
Keep contact lists, inventory sheets and supplier records current in Google Workspace or Microsoft 365.
Customer email and chat
First-line replies to routine customer questions, written from your templates and policies, with anything unusual passed back to you.
Bookkeeping groundwork
Month-end document prep and transaction labeling from your rules. The assistant prepares; you or your accountant decide.