Sales Operations Assistant

The Sales Operations Assistant is the operational backbone of Algoseek’s Sales organization. This role ensures CRM accuracy, deal discipline, document flow, reporting integrity, and cross-team coordination — so Sales can focus on closing revenue while Operations ensures nothing breaks behind the scenes.

This is a high-trust, detail-intensive role that touches real revenue, contracts, and executive reporting.

Role Details

• Location: Remote
• Job Type: Full-Time

Core Functional Responsibilities

CRM & Pipeline Management

Purpose: Maintain an accurate, actionable, leadership-ready sales database.

Daily CRM Responsibilities

• Update CRM with new leads, deals, contacts, and activities.
• Create and assign leads and deals after calls or inquiries.
• Update deal stages, values, probabilities, and next steps after each interaction.
• Add researched background info to lead and account profiles (role, company focus, product use case).

Data Hygiene

• Deduplicate records and close dead or inactive opportunities.
• Enforce proper segmentation, tagging, and lifecycle stages.
• Upload, transcribe, and categorize call notes, summaries, and recordings.

Renewal Management

• Track renewal dates and maintain renewal calendars.
• Ensure opportunities include value, term, renewal status, and risk level.

Sales Review Support

• Provide CRM snapshots for weekly and bi-weekly leadership reviews.
• Prepare summaries for:
  • Top accounts
  • High-priority leads
  • Stalled or at-risk deals

Documentation, Quotes & Contract Processing

Purpose: Deliver accurate, compliant client documents on time.

Document Preparation

• Prepare quotes, pricing sheets, questionnaires, and order forms.
• Draft and update proposals and agreements using approved templates.

Approval & Signature Workflow

• Route contracts through internal approval chains.
• Send and track documents via DocuSign or equivalent tools.
• Follow up on delayed signatures until completion.

Document Repository Management

• Maintain structured GDrive/Notion folders for:
  • Active templates
  • Signed agreements
  • Historical versions
  • Renewal documents
• Enforce strict version control and naming conventions.

Administrative Quality Check

• Validate document completeness (fields, dates, pricing, terms).
• Flag formatting errors or mismatched products (non-legal).

Sales Support & Internal Coordination

Purpose: Reduce friction across Sales, Clients, Finance, and Technical teams.

Shared Inbox Management

• Monitor sales@ / salescp@ inboxes.
• Route requests to correct teams.
• Draft professional client-facing replies when appropriate.

Meeting Coordination

• Schedule sales calls and internal syncs across time zones.
• Ensure all TeamUp entries include:
  • Agenda
  • Attendees
  • Objectives
  • Links
• Take meeting minutes and track follow-ups.

Sales Execution Support

• Assist with client follow-ups, deliverables, and questionnaires.
• Track quote, agreement, and onboarding status.
• Maintain organized account folders with history, notes, and forms.

Cross-Functional Coordination

• Work with Finance on:
  • Unpaid invoices
  • Credits
  • Corrections
• Coordinate with Technical teams on onboarding workflows.

Reporting & Analytics

Purpose: Deliver clear visibility into revenue performance.

Weekly Reports

• New leads, active opportunities, stalled deals.
• Top accounts.
• Upcoming renewals.
• Follow-up and risk priorities.

Monthly Reports

• Bookings.
• Renewals.
• Churn.
• Past-due accounts.
• High-level KPIs and leadership action items.

Dashboard & Tracker Maintenance

• Renewal trackers.
• Account status trackers.
• Follow-up logs.
• Deliverables timelines.
• Accounting-related reports.

Administrative & Project Support

Purpose: Keep Sales structured, responsive, and execution-focused.

Content & Materials

• Organize sales collateral, slide decks, templates, and notes.
• Assist with major client meeting preparations.

New Hire Support

• Prepare access, training folders, templates, and onboarding kits.

Project Documentation

• Maintain:
  • Account plans
  • Renewal logs
  • Project timelines
  • Meeting history

Task & Deadline Management

• Track weekly sales action items.
• Set reminders and enforce delivery cadence.

Daily & Weekly Cadence

• Daily
  • Assign new leads and update CRM.
  • Monitor shared inboxes.
  • Prepare quotes, agreements, and questionnaires.
  • Upload notes, minutes, and recordings.
  • Update renewal and follow-up trackers.
  • Support active client follow-ups.
• Weekly
  • Prepare sales reports and leadership summaries.
  • Update top-account documentation.
  • Coordinate with Accounting.
  • Validate document versions in GDrive/Notion.
  • Attend sales meetings and document action items.

Work Hours

• Monday to Friday
• 9:00 AM – 5:00 PM EST (Eastern Standard Time)

Supplemental Responsibilities

• Join client calls to take structured notes.
• Update CRM with next steps and action owners.
• Prepare client recap emails and reminders.
• Draft leadership-ready summaries.
• Help assign and track internal Sales team tasks.
• Draft payment follow-up messages.
• Coordinate invoice corrections and credits.
• Maintain organized financial correspondence.

Supplemental Responsibilities

Core (Non-Negotiable)

• Excellent written and spoken English.
• CRM experience (HubSpot preferred; Salesforce/Pipedrive acceptable).
• Strong organizational and administrative discipline.
• Extreme attention to detail.
• Consistent workflow adherence.
• Proficiency in Google Workspace.
• Solid spreadsheet skills (filters, pivots, lookups).

Preferred

• Background in Sales Support, Sales Ops, RevOps, or Sales Admin.
• Experience with:
  • Quote preparation
  • Contract routing
  • DocuSign / PandaDoc / HubSpot Quotes
• Exposure to B2B, SaaS, market data, or financial services.
• Structured meeting documentation experience.

Professional Traits

• Highly motivated and proactive.
• Handles confidential financial and customer data with discretion.
• Process-oriented and structured.
• Strong collaborator across departments.
• Error-sensitive and quality-driven.
• Flexible with shifting priorities.

Tech Stack

• HubSpot CRM (preferred)
• Google Workspace
• Microsoft Office
• Notion / Asana / ClickUp / Monday.com
• DocuSign / PandaDoc / HubSpot Quotes
• Slack, TeamUp, shared inbox tools

What Success Looks Like (Expectations)

First 30 Days

• Fully owns CRM hygiene and deal updates.
• All sales documents follow strict version control.
• Shared inboxes run without delays or losses.

By 60 Days

• Weekly reports delivered flawlessly without rework.
• Renewal tracking is proactive, not reactive.
• Contract turnaround times reduced.

By 90 Days

• Sales pipeline data is fully leadership-trusted.
• Renewals, contracts, and onboarding flow with zero bottlenecks.
• Sales leadership views this role as mission-critical.

What We Offer

• Direct exposure to global B2B sales operations.
• High visibility, high-impact role.
• Clear career pathway into Sales Ops, RevOps, or Commercial Leadership.
• Fully remote environment.
• Competitive compensation aligned with responsibility.