Sales Coordinator

The Sales Operations Coordinator is responsible for maintaining accurate CRM records, managing leads, contacts, opportunities, campaigns, meeting notes, and follow-up activities. This role ensures every lead is properly entered, assigned, tracked, and nurtured throughout the sales process while supporting the Executive Director with timely updates and efficient sales operations.

The ideal candidate is highly organized, detail-oriented, experienced in CRM administration, and capable of managing multiple priorities with minimal supervision.

• Participate in daily calls with the Executive Director to review leads, opportunities, campaigns, priorities, and follow-up actions.
• Provide regular updates through email, chat, and text.
• Track commitments, create follow-up tasks, and ensure timely completion.
• Maintain consistent follow-up on leads, contacts, and opportunities.

• Maintain CRM as the organizations single source of truth.
• Enter, update, organize, and clean leads, contacts, organizations, opportunities, campaigns, notes, and tasks.
• Review, classify, assign, and convert qualified leads into opportunities.
• Maintain CRM standards, naming conventions, lifecycle stages, and data quality by resolving duplicate or incomplete records.

• Monitor leads from websites, referrals, events, campaigns, business cards, and manual entries.
• Enter and verify business card information, research contacts and organizations, and associate them with the appropriate accounts, campaigns, and opportunities.
• Assign contacts to relevant nurture campaigns and maintain complete communication history.
• Identify and escalate high-priority leads.

• Create and manage opportunity records for sales prospects, partnerships, grants, sponsorships, licensing, and other business development activities.
• Update opportunity stages, ownership, next steps, values, and follow-up activities.
• Monitor stalled opportunities and recommend corrective actions.

• Segment contacts based on source, geography, industry, interests, and relationship stage.
• Maintain campaign member lists and support email and outreach campaigns.
• Coordinate campaign data with leadership, marketing, and program teams.

• Draft follow-up emails and customer correspondence for review.
• Ensure customer communications are sent only during Eastern Time business hours (7:00 a.m.–5:00 p.m.).
• Manage meeting transcriptions, prepare summaries, identify action items, and update CRM records with meeting outcomes.

• Prepare dashboards, reports, opportunity lists, and weekly CRM activity summaries.
• Monitor CRM data quality and recommend improvements to workflows, reports, templates, dashboards, and automation.
• Document CRM procedures and support process standardization and user adoption.

• Experience using CRM platforms such as Zoho, HubSpot, Salesforce, Microsoft Dynamics, or similar.
• Strong understanding of lead management, contacts, accounts, opportunities, campaigns, tasks, and reporting.
• Experience maintaining accurate databases and managing large volumes of records.
• Background in campaign support, email marketing, digital communications, or sales operations.
• Excellent organizational, analytical, written, and verbal communication skills.
• Ability to work independently while collaborating through regular check-ins.
• Experience researching contacts and organizations, preparing reports, meeting summaries, and professional correspondence.
• Strong attention to detail and ability to manage multiple priorities effectively.

• Experience supporting workforce development, partnership development, donor relations, business development, or sales operations.
• Familiarity with marketing automation, campaign segmentation, and stakeholder communications.
• Proficiency with Microsoft Office, Google Workspace, Canva, Constant Contact, Squarespace, or similar tools.
• Experience supporting senior executives or Executive Directors.
• Experience using AI, transcription, or productivity tools for meeting summaries and follow-up communications.

• Accurate and up-to-date CRM data.
• Timely communication with the Executive Director.
• Prompt lead qualification, assignment, and follow-up.
• Well-managed opportunities and campaigns.
• Accurate meeting summaries and follow-up communications.
• Proper processing of business card contacts.
• No significant lead, opportunity, or follow-up action missed.
• Continuous improvement in CRM organization, reporting, and data quality.