Sales Operations Administrator/Proposal & Bid Coordinator
Sales Operations Administrator/Proposal & Bid Coordinator
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1 Vacancy
Job Description
Sales Operations Administrator (Hybrid Neptune NJ)
Location: Neptune NJ (Hybrid: 23 days/week in office)
Type: Full-Time
Department: Sales Operations
About the Role
We are seeking a seasoned Sales Operations Administrator to support our team of Account Executives in delivering exceptional service to our clients across life sciences and critical infrastructure sectors. Reporting to the Head of Sales this role is critical in enabling sales through the coordination of pre-qualifications proposal and change order administration vendor compliance and CRM maintenance. The ideal candidate brings at least 5 years of experience supporting a professional services sales team and thrives in a collaborative detail-oriented environment.
Key Responsibilities
Proposal & Change Request Administration
- Lead proposal administration provide support to Account Executives to produce proposals for bids.
- Manage RFP administration build a database to outline activities deadlines assign priorities based on urgency and role assignments.
- Generate proposal and RFQ numbers in Zoho
- Compile edit and format bid documents in Quoteplan Google Docs
- Track revisions and log all submissions in Zoho
Pre-qualifications & Compliance Coordination
- Manage client-specific prequalification portals
- Submit and maintain up-to-date documentation (W-9s insurance certificates OSHA logs banking information)
- Collaborate with both internal (HR Finance and Operations) and external stakeholders (JJ Safety) to ensure all compliance data is accurate and complete
Customer Safety & Onboarding Portals
- Manage safety and onboarding platforms (e.g. ISNetworld DISA PECSafety Ariba Coupa NJStart) and accountable for accurate data reporting.
- Stay up to date on client-specific onboarding requirements and post bulletins as needed
Sales & Change Order Processing
- Convert proposals to Closed/Won and initiate order processing
- Compile pricing signed SOWs POs and other documentation for submission
- Assist in revising and tracking sales/change orders in coordination with Finance and Operations
- Generate monthly Sales Order Reports
CRM Documentation & Tools Management
- Maintain accurate records in Zoho CRM (accounts contacts leads)
- Support ongoing migration from Quoteplan to Zoho and template updates
- Assist with preparation and execution of NDAs using AdobeSign
- Maintain ESA documents and enforce internal policy on rate card sharing
Training & Sales Team Support
- Train new sales team members on internal tools and workflows (Zoho Quoteplan Teams SharePoint)
- Provide on-demand support with CRM entry proposal generation and customer documentation
Qualifications
- 5 years of experience in Sales Operations preferably supporting a professional services sales team
- Associate degree or bachelors degree in a relevant field preferred
- Experience working with life sciences and/or critical infrastructure clients
- Proficiency in word processing MS Office products and Google documents
- Proficiency with CRM systems (Zoho preferred) SharePoint Microsoft Teams and Google Workspace
- Familiarity with safety/compliance platforms such as ISNetworld DISA Ariba and NJStart
- Strong attention to detail and ability to manage multiple ongoing workflows
- Excellent organizational communication and time management skills
- Self-starter with the ability to work independently and collaboratively
Required Experience:
IC
Employment Type
Full-Time
