Sales Operations Coordinator

Position Overview The Sales Coordinator is responsible for ensuring the accuracy and efficiency of sales processes through meticulous CRM management, data integrity, and lead distribution. Reporting to the Director of Sales and Marketing, this role works closely with Sales, Inside Sales, Estimating, Marketing, and other key teams to maintain consistent workflows and reliable data flow. By managing CRM systems and providing detailed reporting, the Sales Coordinator supports leadership in achieving revenue targets and organizational objectives. This position requires a disciplined, detail-oriented approach and a commitment to delivering high-quality, accurate work within established guidelines. This role also serves as a Sales Administrator, supporting outside sales representatives and customers through proactive administrative support, accurate documentation, timely follow-up, and responsive communication.

Key Responsibilities CRM & Process Ownership:

• Develop and maintain clear Standard Operating Procedures (SOPs) for HubSpot and ConstructConnect to ensure consistent and accurate usage across the sales department.
• Act as the primary support resource for CRM users by managing permissions, troubleshooting issues, and promoting best practices.
• Maintain data integrity by regularly reviewing CRM records, removing duplicates, and ensuring accuracy in all entries.
• Design, optimize, and troubleshoot workflows and automation sequences to improve efficiency and support reliable processes.

Data Management & Reporting:

• Acquire, organize, and maintain accurate data related to sales opportunities in a structured and timely manner.
• Compile and analyze sales and territory data to identify trends and patterns, sharing clear observations with the Director of Sales and Marketing. Provide well-supported recommendations based on findings and assist with root cause analysis in collaboration with the sales team and leadership.
• Create and maintain detailed reports and dashboards that deliver actionable insights for leadership and the finance team, ensuring alignment with revenue targets and business objectives.

Lead & Opportunity Management:

• Triage and assign quotes to the Estimating team in a timely and accurate manner.
• Manage lead generation from multiple sources, including internally submitted leads, ensuring consistency and completeness.
• Identify and source new opportunities using ConstructConnect and other approved tools.
• Conduct structured market research to identify potential projects and opportunities for the sales team.
• Oversee the capture, qualification, and distribution of leads across all sources, maintaining accuracy and adherence to established processes.
• Monitor pipeline health and ensure full CRM compliance throughout the sales process.

Collaboration and Engagement:

• Work closely with Sales, Inside Sales, Estimating, and Marketing teams to maintain accurate data flow and ensure timely execution of established sales processes.
• Provide administrative support to outside sales representatives and customers, including coordinating quotes, tracking orders, managing documentation, and responding to customer inquiries.
• Collaborate with internal functions to resolve operational issues and uphold consistency in workflows and procedures.
• Train and onboard new team members on HubSpot and ConstructConnect workflows, providing clear guidance and structured support.
• Assist with the adoption of new CRM systems and integrations with third-party platforms, ensuring smooth implementation and compliance with established standards.

General:

• Provide occasional reception coverage for breaks, vacation, or sick days.
• Coordinate product samples as required.
• Other duties and projects as assigned.

Qualifications (Education, Experience, Training)

• 2+ years of experience in a sales environment, preferably in a coordination or support role.
• Post-secondary education in Business with a focus on Sales and/or Marketing is considered an asset.
• Experience working with CRM systems (HubSpot preferred) and proficiency in Microsoft Office Suite, including Excel.
• Strong analytical skills with the ability to interpret data and provide actionable insights.
• Excellent communication skills for effective interaction with customers and cross-functional teams.
• Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

Working Conditions This position works a majority of the time in a standard office environment and may be required to spend time within a manufacturing plant environment.

Standard Office:

• Comfortable indoor area.
• Comfortable environment with exposure to some dust, dirt or other conditions which might produce mild discomfort.
• Frequent, short periods when it is necessary to pay close attention to the monitoring of sights and sounds.
• Moderate mental demands due to one or more conditions, which are present in the job. There may be noticeable pressure from simultaneous priorities and deadlines.

Manufacturing Plant:

• Temperature controlled indoor area
• Comfortable environment with exposure to some dust, dirt or other conditions which might produce mild discomfort.