Sales Operations Coordinator

Thirty Madison Ventures; Philippines; On-site; PHP 300,000 - 480,000; Full time

Job summary

Thirty Madison Ventures is hiring a Sales Operations Coordinator to run a live, real-time desk. You will know at any hour which calls are on the board, who confirmed, and who didn’t, and you will push setters and leadership to keep the pipeline moving.

This role is not passive; you will make quick judgments, chase signed agreements, and ensure CRM data accuracy. Availability 8:00 AM–5:00 PM US Central Time is required, with compensation negotiable for the right candidate.

Qualifications

• Experience in fast-paced support or sales operations.
• CRM management experience; GoHighLevel preferred.
• Excellent written and verbal communication.
• Ability to make independent judgments and follow through.

Responsibilities

• Coordinate live call scheduling and real-time updates.
• Track confirmations and rebook no-shows with setters.
• Route calls to closers and report rollovers.
• Maintain CRM data with accurate records and notes.
• Prepare pre-call context for closers.
• Follow up on signed agreements and payment steps.

Skills

CRM management

Calendar management

Communication

Fast-paced environment

Tools

GoHighLevel

Job description

Thirty Madison Ventures helps HVAC contractors build the teams and systems they need to grow. Our sales team runs a high-volume calendar — new calls, follow-ups, and demos booked by an internal setter team and by inbound media, sometimes stacked two and three deep in the same slot.

About the Role

Compensation is negotiable for the right person. If you can show us why you'd be a great addition to this team, we're open to the conversation.

We are hiring a Sales Operations Coordinator to run that desk. This is a live, real-time role. You are the person who knows, at any hour of the day, which calls are on the board, who confirmed and who didn’t, which closer is taking each one, and what still needs to be filled tomorrow. When a prospect no-shows, you work with setters to get them rebooked. When a slot goes empty, you push the setters to fill it. When a signed agreement hasn’t come back, you chase it. Our closers should be able to think about nothing but the conversation in front of them, because you are holding everything around it. This is not a passive support role and it is not a general admin role. You will make calls on your own judgment all day and communicate them clearly. This role requires someone who speaks up. You will be telling setters their calls aren’t confirmed, telling leadership a day is empty, and telling a closer their pipeline has gone stale — sometimes to people more senior than you, sometimes when they’re busy and don’t want to hear it. You will need to push, follow up, and hold people to what they said they’d do. If direct conversations make you uncomfortable, this is not the role for you.

Responsibilities

Live Call Coordination

• Post structured pre-call alerts (90 minutes out) to the sales channel for every scheduled call — time, closer, prospect, call type, lead score, confirmation status, setter, and direct phone number
• Track confirmation status on every booked call and escalte unconfirmed calls to the setter team while there’s still time to save the slot
• Route calls in real time: determine which closer takes each call and notify leadership by direct message when a rollover or double-booking needs their attention
• Handle same-day changes — cancellations, reschedules, emergencies — and communicate them to everyone affected without being asked

Calendar & Capacity

• Monitor forward calendar density daily and raise the alarm to the setter team when upcoming days are under-filled
• Coordinate slot backfill and double-booking when auto-booked media leads and setter-booked calls collide
• Own scheduling and rescheduling of sales calls, discovery calls, and demos across the sales team
• Maintain accurate closer availability and booking rules in the CRM as team capacity changes
• Work directly with the team on reschedules, no-show recovery, and confirmation follow-through
• Distribute no-show and callback lists and track that they get worked
• Enforce call disposition and contact tagging standards so pipeline data stays trustworthy
• Flag patterns worth someone’s attention — a setter whose confirms aren’t holding, a lead source that no-shows more than it should
• Maintain accurate, current records in GoHighLevel for all active opportunities — stage, notes, next steps, follow-up dates
• Produce pipeline stage breakdowns on request, usually same-day, for leadership and weekly sales check-ins
• Flag stalled, aging, or unassigned deals before they go cold
• Execute and monitor nurture sequences for warm and long-term stages so leads don’t go dark between touches
• Ensure new leads are logged, tagged, and routed to the correct closer without delay
• Track agreements from send through signature and follow up on anything unsigned
• Relay and confirm payment instructions to the finance contact; follow up on failed, returned, or partial payments
• Verify deal terms and amounts against the executed agreement before handoff to onboarding
• Coordinate the handoff to the onboarding team so nothing stalls between "signed" and "started"

This role relays and tracks payment activity. It does not authorize, execute, or process payments.

Communication & Reporting

• Prepare pre-call context for closers — account notes, prior call recaps, direct contact numbers
• Draft and send routine follow-ups, meeting confirmations, and scheduling correspondence on the team’s behalf
• Coordinate with Operations on reporting needs and cross-functional handoffs
• Keep templated outreach current and ready to send

Qualifications

• Prior experience in fast paced support, sales coordination, sales operations, or an executive assistant role supporting a sales team
• CRM management experience (GoHighLevel strongly preferred)
• Calendar management experience — booking, rescheduling, and resolving conflicts for other people without checking in on every decision
• Excellent written and verbal communication — able to draft professional, on-brand messages independently
• Comfortable making judgment calls in the moment and communicating them clearly, rather than waiting to be directed
• Highly responsive and organized in a fast-moving environment where the day changes hour to hour
• Discreet with prospect, client, and financial information
• Willing to direct people who don’t report to you — setters, closers, and leadership — and to follow up until something is actually done
• Comfortable raising problems early and directly, including bad news, and including to senior people mid-day when they’re busy
• Self-starting to the point of being pushy about it — you notice what’s slipping and act on it without waiting to be asked
• Able to work 8:00 AM – 5:00 PM US Central Time consistently (hours may shift slightly earlier or later)