Sales Operations Coordinator
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Job Summary
About Spacefiish
Spacefinish is a workspace infrastructure firm that uses decades of insights to provide measurable business outcomes for enterprise and Fortune 100 companies. We seamlessly integrate design build and office management through engineered systems technology and strict stage-gate controls to ensure projects are delivered on specification on schedule and with zero revised budgets.
Job Summary
The Sales Operations Coordinator increases Business Development (BD) productivity by removing administrative burden and ensuring commercial execution is disciplined visible and predictable. Acting as the operational backbone for the BD team this role owns CRM hygiene bid coordination pipeline management and commercial reporting to enable the sales team to focus on closing business.
PRINCIPAL DUTIES / RESPONSIBILITIES
CRM & Data Integrity
- Ensure 100% of opportunities and contacts are captured in CRM with accurate stages and complete records.
- Maintain CRM hygiene: deduce enrich and enforce data standards and workflows.
- Administer CRM settings automation and user access in partnership with IT.
Bid & Proposal Management
- Manage end-to-end bid submission process: intake coordination quality checks and on-time delivery.
- Maintain bid calendar templates and submission standards.
- Lead one bid submission end-to-end and escalate blockers proactively.
Pipeline & Opportunity Management
- Maintain an active pipeline dashboard; ensure no opportunity goes more than 7 days without activity.
- Ensure every opportunity has a next action assigned and a clear owner.
- Coordinate internal pipeline reviews and follow-up schedules.
Reporting & Forecasting
- Produce accurate weekly and monthly commercial reports and dashboards for MD and BD leadership.
- Own pipeline reporting cadence forecast inputs and reconciliation with Finance.
- Track key metrics (CRM accuracy bid timeliness follow-up compliance forecast variance).
Client & Stakeholder Coordination
- Coordinate client follow-ups and track all internal and external commitments to closure.
- Serve as the single point of contact for BD operational queries and escalations.
- Liaise with Finance on invoicing triggers contract documentation and commercial handovers.
Process Improvement & Governance
- Design and implement repeatable processes (opportunity lifecycle bid playbooks reporting templates).
- Enforce SLAs for response times bid turnarounds and reporting delivery.
- Train BD team on tools processes and best practices.
Requirements
- Bachelors degree or equivalent experience.
- 57 years experience in sales operations bid management or project coordination.
- Proven CRM administration experience (Salesforce HubSpot Pipedrive or similar).
- Experience managing concurrent deadlines and coordinating cross-functional stakeholders.
Skills & Competency Requirements
- Strong organisational discipline and exceptional attention to detail.
- Excellent written and verbal communication.
- Process-driven with a bias for execution and escalation.
- Proficient in Excel/Sheets Google Workspace and reporting/dashboard tools.
- Comfortable working with senior stakeholders and tight timelines.
Required Skills:
Bsc in Architecture minimum. Masters is an advantage Minimum of 8-10 years in a similar capacity Proficient in AutoCAD SketchUp Revit Illustrator or other design programs Experience working with BIM Excellent portfolio of previous works Creative talent imagination and eye for design Communication and presentation skills Project Management skills Other behavioural competency requirements: Fosters team spirit and collaboration encourages and creates mechanisms for the sharing of expertise Championing results orientation and excellence Foster a culture that values creativity innovation and an openness to diverse perspectives Delivers effective presentations and speeches either prepared or extemporaneous to internal and external audiences on behalf of the organisation. Handles complex on-the-spot questions (e.g. from the public and other stakeholders) Able to effectively allocate responsibilities to others and provide direction.
Required Education:
Bsc in Architecture
