Sales Ops Representative

Key Responsibilities:

• Quote Generation & Management:
  • Manage the end-to-end process of creating, revising, and delivering accurate sales quotes in a timely manner.
  • Ensure all quotes adhere to established pricing guidelines, discount structures, and customer-specific requirements.
  • Liaise with sales representatives to gather necessary information and clarify quote details.
• Sales Order & Contract Processing:
  • Process Sales Orders (SOs) and manage Purchase Order (PO) acceptance with meticulous attention to detail.
  • Verify the accuracy of all order details, including product codes, quantities, pricing, and customer information.
  • Ensure proper documentation is completed and attached for each order and contract.
  • Collaborate closely with finance, legal, and fulfillment teams to ensure seamless order flow and timely processing.
• Sales Documentation Management:
  • Handle crucial sales-related documents, including Non-Disclosure Agreements (NDAs) and Manufacturer Certificates of Origin (MCOs).
  • Ensure proper execution, accurate filing, and efficient retrieval of all contractual and compliance documentation.
  • Maintain an organized digital and/or physical filing system for all sales agreements and related paperwork.
• CRM Administration (HubSpot Expertise Highly Preferred):
  • Serve as the primary administrator for our CRM system (HubSpot). This includes managing user accounts, configuring custom fields, building and optimizing workflows, and ensuring data cleanliness and accuracy.
  • Create and maintain reports and dashboards within HubSpot to support sales reporting needs.
  • Provide frontline CRM support and basic training to sales users, troubleshooting issues as they arise.
• Order Fulfillment & Guide Management:
  • Maintain Sales Database: Update and maintain the sales database by entering new customer information, updating contact details, and recording interactions and sales activities. Ensure data integrity and accuracy.
  • Serve as the primary point of contact for order fulfillment status inquiries from sales representatives. Proactively communicate updates and potential delays.
  • Maintain and version control the company's ordering guide, ensuring it is up-to-date with the latest product information, pricing, and procedures.
  • Monitor stock levels, coordinate and track shipments. 
• Internal Sales Team Support:
  • Coordinate the distribution of important communications such as dealer bulletins, ensuring timely and accurate dissemination to relevant stakeholders.
  • Assist with the planning and coordination of sales team events, meetings, and offsites, managing logistics, invitations, and materials.
  • Assist with sales forecasting and budgeting.

Qualifications:

• High school diploma or equivalent; a degree in business administration or a related field is preferred.
• Proven experience in a sales support or administrative role.
• Familiarity with sales processes and procedures.
• Knowledge of order processing systems and CRM software.
• Excellent written and verbal communication skills.
• Strong numerical and analytical skills.
• Ability to adapt to changing priorities and work in a fast-paced environment.
• Professional and friendly demeanor.