Sales Administrator/Executive Assistant

Department: Sales

Location: Austin, Texas (On-site, 5 days per week)

Positions: 3

ABOUT XYZ REALITY

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XYZ Reality are the creators of the world's first and only engineering-grade Augmented Reality solution, purpose built for the construction industry. Not only have we created this holographic technology, that sits within The Atom — a smart, site-safe headset/hardhat — but we implement it on projects, utilising the power of AR to ensure that all schemes are completed in line with delivery timescales and budgets.

XYZ has grown to over 100 staff across the UK, US & Europe and is working with Mission Critical organisations & construction companies to successfully deliver major projects.

THE ROLE

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The Strategic Account Executive team is XYZ's highest-leverage commercial asset — each AE is responsible for multi-million-pound enterprise construction technology deals with hyperscaler and neocloud accounts across AMER. Their time is the scarcest resource in the revenue org, and right now too much of it is being burned on supplier onboarding forms, travel logistics, and expense reports instead of being in front of customers and on job sites.

This role exists to buy that time back. It will sit alongside the Strategic AE team in Austin and own the administrative backbone that lets them sell without friction — vendor/supplier portal onboarding, meeting and travel coordination, expense management, and the general operational load that otherwise falls on the AEs themselves.

This is not a remote-friendly, ticket-queue support role. It requires being physically present with the team, understanding the rhythm of each AE's week well enough to anticipate needs before they're asked, and building the kind of institutional trust that lets an AE hand off a task and not think about it again.

KEY RESPONSIBILITIES

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• Own end-to-end onboarding of XYZ into customer and prospect supplier/vendor portals (e.g. Ariba, Coupa, GEP, hyperscaler-specific procurement systems) — including documentation, compliance questionnaires, and portal data entry. Track status across all active accounts and proactively flag blockers before they become deal risks.

• Maintain a live repository of standard documentation (COIs, W-9s, banking details, compliance attestations) so re-submission for new accounts is fast and error-free.

• Schedule and coordinate customer meetings, internal syncs, and cross-functional touchpoints across AE calendars, factoring in AMER time zones. Book and manage domestic and international travel, prepare itineraries, and handle changes in real time.

• Process and submit AE expense reports accurately and on time — reconcile corporate card activity, chase missing receipts, and flag policy issues before they become finance escalations.

• Act as first point of contact for AE administrative needs: CRM data hygiene (Salesforce), document formatting, meeting prep, and coordination with Marketing, Legal, and Finance for contract routing and NDA execution.

• Identify recurring administrative bottlenecks and propose process fixes — this role is expected to improve the system, not just execute manual tasks repeatedly.

REQUIRED QUALIFICATIONS

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• 2+ years in an EA, administrative business partner, sales operations, or business support role — ideally supporting a quota-carrying sales team or senior executives in a B2B enterprise environment.

• Demonstrated experience navigating supplier/vendor onboarding portals (Ariba, Coupa, or similar).

• Based in or willing to relocate to Austin, TX — this is a fully on-site role, five days a week alongside the team.

• Strong working knowledge of Salesforce or a comparable CRM (data entry, basic reporting, opportunity hygiene).

KEY EXPERIENCE & SKILLS

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• Excellent written and verbal communication — comfortable interfacing with customer procurement teams, not just internal stakeholders.

• High attention to detail and low tolerance for dropped balls; this role has zero room for things falling through the cracks.

• Comfortable with ambiguity and shifting priorities — a construction tech startup does not run on a fixed 9-to-5 rhythm.

• Familiarity with expense platforms (Expensify, Concur, or similar) and travel booking tools.

• Experience supporting teams selling into hyperscalers, data centres, or critical infrastructure/construction — desirable.

• A proactive mindset — able to anticipate an AE's needs before they're asked and build the institutional trust that comes with it.

BENEFITS

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• 🩺 Private medical

• 🎄 Extra Christmas shutdown days

• 🏝️ 15 days PTO + public holidays

• 🪙 Biannual salary reviews

• 🥳 Summer & Christmas staff parties

• 💰 Employee referral scheme

• 🚀 Make a real-world impact of revolutionising the construction industry