Sales Operations Coordinator

Choice Solutions - Overland Park, KS

Full-time - Entry Level

Overland Park, KS

Securities, Commodity Contracts, and Other Financial Investments and Related Activities

About the position

The Sales Operations Coordinator is a vital member of the sales operations team at Choice Solutions, L.L.C., located in Overland Park, KS. This role is designed to provide essential support to the sales team, ensuring that administrative and sales activities are executed efficiently and effectively. The individual in this position will play a crucial role in the overall success of the company by facilitating the accurate and timely delivery of proposals and orders, as well as managing various administrative tasks as assigned. The Sales Operations Coordinator will report directly to the Sales Operations Manager and will undergo a training period of six to eight weeks, during which they will be required to work in the Overland Park office. After completing the training successfully, the position will transition to a hybrid model, requiring in-office work at least three days a week. In this role, the Sales Operations Coordinator will develop a working knowledge of key software tools such as ConnectWise and NetSuite to ensure that proposals are generated accurately and orders are processed in a timely manner. The coordinator will also be responsible for tracking customer maintenance renewals, ensuring that renewal proposals are delivered before expiration. Additionally, the role involves managing the documentation process through SharePoint, proofreading and editing proposals, and coordinating with the Project Management Office to facilitate the implementation of orders. The coordinator will also engage with vendors and manufacturers to secure deal registrations and pricing, while maintaining communication with the sales team to track the status of open opportunities and next steps. The Sales Operations Coordinator will be expected to recognize opportunities for procedural improvements and contribute ideas and solutions to enhance the efficiency of the sales operations team. This position requires a high level of attention to detail, excellent time management skills, and the ability to handle multiple assignments simultaneously in a fast-paced environment. The ideal candidate will possess strong customer service skills, be proficient in Microsoft Office Suite, and have a bachelor's degree or equivalent experience, with previous administrative or sales operations experience being a plus.

Responsibilities

• Develop working knowledge of ConnectWise and NetSuite to ensure accurate and timely proposal generation and order processing.
• Track customer maintenance renewals to ensure renewal proposals are generated and delivered to customers in a timely manner prior to expiration.
• Develop working knowledge of SharePoint to ensure accurate tracking of Statement of Work (SOW) documents and retention of other documents as needed.
• Execute orders and provide delivery information to customers as well as Project Management Office to coordinate engineering resources for implementation, when needed.
• Proofread and edit proposals and Statements of Work to ensure grammatical and formatting accuracy.
• Deliver completed orders to Director of Sales Operations and Accounting in a timely manner for invoicing.
• Gather information on new sales opportunities from Account Managers and Account Administrators and work with Service Coordinator to obtain pre-sales engineer availability and facilitate meeting scheduling with customers.
• Coordinate communication with Engineering team to obtain Bill of Materials (BOM) and SOW information needed for proposal generation.
• Work directly with vendors and manufacturers to secure deal registrations and accurate pricing for sales opportunities.
• Track expiration deadlines for all sales-related activities (deal registration, special pricing approval, etc.) and renew prior to expiration as requested.
• Manage proposal generation requests to ensure the timely and successful delivery of proposals according to customers' needs and objectives.
• Regularly communicate with Account Managers and Account Administrators on the status of open opportunities and determine next step action items to be completed.
• Regularly communicate with sales operations team members to ensure all activities and responsibilities are assigned and completed in a timely manner; provide additional support to team members when needed.
• Track all support activities completed for sales opportunities in ConnectWise and/or NetSuite.
• Maintain accurate matrix of manufacturer's pricing structures for internal reference.
• Recognize opportunities for improvements to procedures by proactively offering ideas and solutions.
• Other duties as assigned.

Requirements

• Demonstrate exceptional attention to detail.
• Must handle numerous assignments simultaneously while placing proper prioritization on tasks.
• Excellent time management skills and ability to multi-task effectively in a fast-paced environment.
• Excellent customer service skills.
• Must be computer literate and proficient in Microsoft Office Suite (Word, Excel, Outlook); must have proficient typing skills.
• Ability to work within a team, both in-person and virtual media outlets.
• Capable of managing own workload with minimal supervision to tight deadlines.
• Bachelor's degree or equivalent experience.
• Previous administrative or sales operations experience and knowledge of ConnectWise and/or NetSuite is a plus.

Nice-to-haves

• Experience with ConnectWise and/or NetSuite is a plus.
• Previous administrative or sales operations experience.