Sales Operations & CRM Coordinator

JOB DETAILS Job Title : Sales Operations & CRM Coordinator Location : Remote Reports To : TBD Work Shift : Overlap with US business hours preferred Working Hours : Full-time (40 hours per week) Job Description We are hiring a Sales Operations & CRM Coordinator to bring structure, organization, and follow-through to our growing warehouse services business. This is a brand-new role. Currently, all sales activity is managed directly by the founders, without a formal CRM process or structured workflow. Leads come in through multiple funnels, but follow-ups, scheduling, and documentation are handled manually and inconsistently. Your role will be to design and manage the sales workflow from lead intake through follow-up. You will own CRM management (Pipedrive), track correspondence, ensure timely follow-ups, and help keep the sales pipeline organized and moving forward. This role is ideal for someone highly organized, process-driven, and proactive, who can both execute and help design structure in a previously unstructured sales environment. Key Responsibilities Monitor inbound leads from multiple sources (email introductions, 3PL referrals, direct inquiries) Respond to initial inquiries and facilitate scheduling using Calendly Enter all lead details into Pipedrive CRM and maintain accurate records Clean up and organize existing pipeline data Track proposal status, quotes sent, and next steps Research prospective client background Maintain and update all client-facing proposals (Word documents) within each lead record, ensuring scope, pricing, and revisions are accurately reflected based on ongoing discussions. Prepare customized shipping quotes based on prospect-specific weights, dimensions, and destination zip codes by accessing carrier and shipping portals to retrieve accurate rate information. Build and structure shipping quotes within Google Sheets, ensuring all calculations, pricing logic, and supporting details are clearly organized and ready for internal review or client delivery. Ensure consistent follow-up with prospects to prevent drop-offs Manage documentation such as proposals, pricing adjustments, and shipping quotes Create and maintain tracking sheets and internal reports Remind owners (two) of follow-ups and pending actions Help design and document a structured sales SOP Support with call note-taking and post-call documentation (live or via recordings) Provide end-of-month pipeline reporting and activity summaries Qualifications 2+ years experience in Sales Operations, CRM Management, or Executive Support Hands-on experience using a CRM system (Pipedrive preferred, or similar such as HubSpot or Salesforce) Strong process-building and organizational skills Excellent written English communication High attention to detail and follow-through Comfortable managing multiple leads and priorities simultaneously Proactive mindset with ability to work independently Comfortable working with founders in a growing service-based business Nice to Have Experience supporting a sales team or service-based company Familiarity with 3PL, logistics, warehousing, or service-based industries Experience building or documenting SOPs Ability to create simple dashboards or pipeline reports Comfortable joining sales calls for note-taking and coordination