Sales Operations & Administration Coordinator

Outsourced Global Staff; Philippines; On-site; PHP 1,497,000 - 2,371,000; Full time

Job summary

Radiant Sole is seeking a Sales Operations & Administration Coordinator to join our remote/offshore team. You will support the sales function by managing the CRM, coordinating proposals, and handling client communications behind the scenes.

This role focuses on operational backbone tasks rather than direct selling or closing deals. Utilize Pipedrive and Microsoft 365 to improve data integrity, track opportunities, and streamline proposal workflows.

Qualifications

• Excellent written and spoken English.
• Strong CRM experience (Pipedrive preferred) and proficiency in Microsoft 365.
• Process-oriented thinker with excellent organizational and time-management skills.
• Experience directly supporting a sales or business development team.

Responsibilities

• CRM & Pipeline Management (Pipedrive): Maintain and manage the CRM ecosystem with data integrity.
• Create, update, and monitor leads, opportunities, and contacts through stages.
• Track sales activities, outstanding follow-ups, and produce pipeline reports/dashboards.
• Proposal & Estimating Support: Prepare, format, and manage proposal documents, templates, and libraries.
• Gather necessary project information and assist with basic quantity take-offs for quotes.
• Coordinate revisions and track proposal statuses from issuance to approval.
• Client Coordination & Follow-Up: Monitor opportunities and schedule client follow-ups.
• Assist with professional client communication to maintain a responsive brand experience.
• Coordinate internal logistics, including team meetings and appointments.
• Sales Administration & Process Improvement: Organize electronic files, maintain project documentation, and complete onboarding.
• Prepare meeting agendas, track actions, and manage handoffs from sales to operations.
• Identify workflow bottlenecks and propose automation opportunities; document SOPs.
• Support CRM-OP software integrations.

Skills

Excellent English

Operations mindset

Independent remote work

Sales support experience

Tools

Pipedrive

Microsoft 365

Job description

Job Summary

The client is a premium hydronic heating contractor based in Toronto, Ontario, specializing in high-end residential custom homes.

Job Description

About Us

Outsourced. ph is a leading ISO-certified Philippines offshore outsourcing company that provides dedicated remote staff to some of the world's leading international companies. Outsourced is recognized as one of the Best Places to Work and has achieved Great Place to Work Certification. We are committed to providing a positive and supportive work environment where all staff can thrive. As an Outsourced staff member, you will enjoy a fun and friendly working environment, competitive salaries, opportunities for growth and development, work-life balance, and the chance to share your passion with a team of over 1,000 talented professionals.

About The Client

The client is a premium hydronic heating contractor based in Toronto, Ontario, specializing in high-end residential custom homes. Their services include in-floor radiant heating, snowmelt systems, radiators, boiler systems, and dedicated service and maintenance programs. As the business continues to grow, the company is focused on building scalable systems, strengthening operational processes, and delivering an exceptional client experience. They are currently looking to expand their remote sales operations and establish a more structured and efficient sales function.

Position Overview

• Job Title: Sales Operations & Administration Coordinator
• Location: Remote / Offshore
• Employment Type: Full-Time
• Reporting To: Sales Leadership & General Manager

Important Note on this Role

This is not a direct sales or cold-calling position. You will not be responsible for closing deals. Instead, you will act as the operational backbone of the sales department, reducing administrative burdens, optimizing our CRM, and ensuring a seamless workflow behind the scenes.

Key Objectives

In this role, you will help Radiant Sole achieve the following strategic goals:

• Process Consistency: Establish structure, predictability, and visibility across the sales lifecycle.
• Data Integrity: Improve CRM accuracy, tracking, and forecasting visibility.
• Efficiency: Accelerate proposal turnaround times and minimize administrative overhead for the sales team.
• Client Experience: Ensure consistent, professional, and timely client follow-ups.
• Scalability: Build and document repeatable sales workflows and Standard Operating Procedures (SOPs).

Core Responsibilities

1. CRM & Pipeline Management (Pipedrive)
   • Maintain and manage the Pipedrive CRM ecosystem, ensuring flawless data integrity.
   • Create, update, and monitor leads, opportunities, and contacts through various sales stages.
   • Track sales activities, outstanding follow-ups, and produce pipeline reports/dashboards.
2. Proposal & Estimating Support
   • Prepare, format, and manage proposal documents, templates, and libraries.
   • Gather necessary project information and assist with basic quantity take-offs for quotes.
   • Coordinate revisions and meticulously track proposal statuses from issuance to approval.
3. Client Coordination & Follow-Up
   • Monitor outstanding opportunities and schedule client follow-up activities.
   • Assist with professional client communication to maintain a responsive brand experience.
   • Coordinate internal logistics, including team meetings, site visits, and appointments.
4. Sales Administration & Process Improvement
   • Organize electronic files, maintain project documentation, and complete client onboarding.
   • Prepare meeting agendas, track action items, and manage the handoff from sales to operations.
   • Identify workflow bottlenecks, propose automation opportunities, and document SOPs.
   • Support the integration between the CRM and operational software platforms.

Candidate Profile

Essential Skills & Experience

• Communication: Exceptional written and spoken English.
• Tech Stack: Strong CRM experience (Pipedrive preferred) and proficiency in Microsoft 365.
• Operations Mindset: A process-oriented thinker with strong organizational, time management, and administrative skills.
• Autonomy: Proven ability to work independently in a remote environment while maintaining sharp attention to detail.
• Background: Previous experience directly supporting a sales or business development team.

Preferred (Nice-to-Have)

• Experience in the construction industry.
• Prior exposure to estimating support, project management software, or proposal coordination.
• Background in Sales Operations or Revenue Operations (RevOps).

Personal Attributes

• Highly organized, proactive, reliable, and tech-savvy.
• Comfortable managing multiple moving priorities simultaneously.
• Naturally inclined to spot inefficiencies and suggest process improvements.

Key Performance Indicators (KPIs)

Your success will be measured by:

• CRM Excellence: Accuracy of data, pipeline visibility, and opportunity update compliance.
• Speed & Accuracy: Proposal turnaround times and documentation precision.
• Responsiveness: Client follow-up completion rates and improved response times.
• Innovation: Successful creation of SOPs and implementation of workflow automations.

Future Growth Opportunities

Radiant Sole is growing rapidly. This foundational role offers long-term career paths into:

• Senior Sales Operations Coordinator / RevOps Coordinator
• Business Operations Coordinator
• Client Success Coordinator
• Sales Manager

Note:As part of our recruitment process, we conduct a background check on all hired candidates. Please ensure that all required documents are prepared and submitted promptly.