Sales Operations Specialist

As our Sales Operations Specialist, you'll be at the heart of keeping our business humming. From coordinating key administrative tasks to fostering seamless cross-team communication, you'll help drive the efficiency that powers our success. This role is all about proactive organization—managing workflows, maintaining precise records, and ensuring data accuracy to track opportunities and resources effectively. You'll also support client and consultant contract renewals, invoicing, and business development efforts, all aligned with our strategic goals. This role is designed to keep our operations efficient and focused, so our team can deliver meaningful results.

This position is part-time at 25 hours per week. Candidates must live in the state of Washington with the ability to attend in-person meetings near Seattle quarterly.

Key Responsibilities and Deliverables

• Centralized Source of Truth Management
  • Maintain and manage the central reporting for all ongoing and potential business opportunities.
  • Accurately track projects from inception to completion, including milestones, Statements of Work (SOW) creation, Purchase Order (PO) status, and invoicing.
  • Set up project folders in SharePoint for each new opportunity in collaboration with project teams.

• Cross-Department Collaboration
  • Collaborate with business development (BD), client experience (CET), talent acquisition (TA), operations, and marketing teams to complete cross-functional projects and provide status updates.
  • Regularly update departments on project progress, resource requirements, and opportunities.
  • Work closely with CET and BD teams to identify leads and support client relationships through one-on-one collaboration.

• CRM & System Management
  • Administer and manage CRM system data entry, updates, and reporting.
  • Ensure SharePoint and other document management systems are organized and up-to-date, ensuring consistent naming conventions and document accuracy.
  • Produce Key Result reports, ensuring consistent methodology and data accuracy across the organization.

• Administrative Duties
  • Coordinate cross-departmental email and calendar management to ensure timely communication and scheduled meetings.
  • As needed, manage CET and BD inboxes and client-side communication to ensure timely responses and triage of emails.
  • Maintain up-to-date client and consultant notes for accurate reporting.
  • Update quarterly PowerPoint presentations for CET and BD teams, providing accurate data on performance and key business metrics.

• Contract Renewals & Opportunity Tracking
  • Partner with CET team to create and manage a central tracker for contract renewals.
  • Update the central tracker with relevant details to ensure preparedness for client and consultant contract discussions.
  • Support CET and BD teams by creating opportunities in CRM, setting up folders in SharePoint, and updating tools as needed.

• Reporting & Data Integrity
  • Regularly audit systems to maintain data accuracy across the CRM, spreadsheets, and dashboards, ensuring real-time business performance.
  • Collaborate with finance and operations teams to ensure accurate revenue, gross margin, and financial reporting.
  • Support invoicing efforts in collaboration with the finance team monthly.

• Resourcing & Workflow Optimization
  • Identify resource needs across departments to support project success and efficiency.
  • Proactively identify and implement process improvements to enhance workflow and align business operations with strategic goals.

• Documentation & Process Management
  • Maintain accurate and up-to-date documentation for all business processes, ensuring transparency and consistency.
  • Manage and maintain administrative systems, documents, reports, and data.
  • Build and organize project documentation in SharePoint for consistent management across all projects.

About You

• More than 2 years of combined experience with sales operations, client success or business development teams.
• Experience in one or more of the following areas preferred: sales, client success, vendor procurement, start-up environments, staffing or recruiting agencies.
• Excellent organizational skills, attention to detail and ability to work proactively and effectively with limited guidance on a daily basis.
• A natural desire to accept and solve challenges
• Find fulfillment in implementing processes and completing regular, recurring task lists to enable team success.
• CRM and/or ATS systems administration or implementation experience.
• Motivated and comfortable with high rates of change in a growing business environment
• Able to work effectively remotely (and across time zones, when necessary).

Compensation and Benefits Overview:

• Insurance Benefits: A range of health, dental, and vision insurance options to cater to your healthcare needs.
• Retirement Benefits: Secure your future with our employer-matched retirement savings plan.
• Paid Time Off (PTO): We value work-life balance, offering generous PTO and vacation policies.
• Paid Holidays: Observe standard paid holidays with your loved ones.
• Paid Sick Leave: Benefit from enhanced sick leave provisions, exceeding state-mandated requirements.