Job Openings Sales Operations & CRM Coordinator

About the job Sales Operations & CRM Coordinator

JOB DETAILS

Job Title: Sales Operations & CRM Coordinator
Location: Remote
Reports To: TBD
Work Shift: Overlap with US business hours preferred
Working Hours: Full-time (40 hours per week)

Job Description

We are hiring a Sales Operations & CRM Coordinator to bring structure, organization, and follow-through to our growing warehouse services business.

This is a brand-new role. Currently, all sales activity is managed directly by the founders, without a formal CRM process or structured workflow. Leads come in through multiple funnels, but follow-ups, scheduling, and documentation are handled manually and inconsistently.

Your role will be to design and manage the sales workflow from lead intake through follow-up. You will own CRM management (Pipedrive), track correspondence, ensure timely follow-ups, and help keep the sales pipeline organized and moving forward.

This role is ideal for someone highly organized, process-driven, and proactive, who can both execute and help design structure in a previously unstructured sales environment.

Key Responsibilities

  • Monitor inbound leads from multiple sources (email introductions, 3PL referrals, direct inquiries)

  • Respond to initial inquiries and facilitate scheduling using Calendly

  • Enter all lead details into Pipedrive CRM and maintain accurate records

  • Clean up and organize existing pipeline data

  • Track proposal status, quotes sent, and next steps

  • Research prospective client background

  • Maintain and update all client-facing proposals (Word documents) within each lead record, ensuring scope, pricing, and revisions are accurately reflected based on ongoing discussions.
  • Prepare customized shipping quotes based on prospect-specific weights, dimensions, and destination zip codes by accessing carrier and shipping portals to retrieve accurate rate information.
  • Build and structure shipping quotes within Google Sheets, ensuring all calculations, pricing logic, and supporting details are clearly organized and ready for internal review or client delivery.

  • Ensure consistent follow-up with prospects to prevent drop-offs

  • Manage documentation such as proposals, pricing adjustments, and shipping quotes

  • Create and maintain tracking sheets and internal reports

  • Remind owners (two) of follow-ups and pending actions

  • Help design and document a structured sales SOP

  • Support with call note-taking and post-call documentation (live or via recordings)

  • Provide end-of-month pipeline reporting and activity summaries


Qualifications

  • 2+ years experience in Sales Operations, CRM Management, or Executive Support
  • Hands-on experience using a CRM system (Pipedrive)

  • Strong process-building and organizational skills

  • Excellent written English communication

  • High attention to detail and follow-through

  • Comfortable managing multiple leads and priorities simultaneously

  • Proactive mindset with ability to work independently

  • Comfortable working with founders in a growing service-based business


Nice to Have

  • Experience supporting a sales team or service-based company

  • Familiarity with 3PL, logistics, warehousing, or service-based industries

  • Experience building or documenting SOPs

  • Ability to create simple dashboards or pipeline reports

  • Comfortable joining sales calls for note-taking and coordination


Or refer someone