Sales Administration Specialist

Ncontracts; Nashville (TN); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical, Dental and Vision insurance

401(k) with company match

Paid holidays

Job summary

Ncontracts, headquartered in Nashville, TN, is building a team of sales coordinators to support senior account executives by handling Salesforce updates, scheduling, pipeline hygiene, and reporting. This role enables sellers to focus on client relationships and closing deals, with a growth path into expanded sales roles.

You will own CRM data, calendar logistics, pre-call briefs, and post-call follow-ups, ensuring accurate forecasts and efficient deal progression.

Qualifications

• 1+ year of working knowledge in sales, operations, sales support, or coordination roles.
• Hands-on Salesforce experience required.
• Proficiency with Microsoft 365.
• Strong organizational instincts with ability to manage multiple priorities.
• Clear, direct communication with AEs and sales leadership.
• Self-starter who spots gaps and closes them.

Responsibilities

• Maintain and update Salesforce CRM with accurate data for accounts, contacts, opportunities, and activities.
• Own the calendar: send invites, confirm 24 hours out, chase no-shows, rebook as needed.
• Prepare pre-call brief ahead of meetings, with account history and relevant notes.
• Turn call recordings into follow-up emails and Salesforce next steps within two hours.
• Maintain the mutual action plan on every committed deal and flag missed milestones.
• Build and maintain Highspot pages and deal rooms shared with buyers.
• Pull reporting and prepare forecast materials for sales managers.
• Flag marketing partner referral leads at 15 days open and coordinate follow-up actions.
• Keep forecast packets current between calls.
• Support AE teams with lead assignments and routing.

Skills

Sales coordination

Salesforce experience

Microsoft 365

Organizational skills

Clear communication

Self-starter

Tools

Salesforce

Highspot

Gong

Claude

Job description

WHO WE ARE

Headquartered in Nashville, Tennessee, Ncontracts leads the industry in integrated risk management and compliance solutions, serving over 5,000 financial institutions nationwide. As a seven-time Inc. 5000 Fastest Growing Companies honoree and consistent year-over-year recipient of "Best Places to Work" awards, we offer a thriving, work environment where career growth and life-work balance go hand in hand.

At Ncontracts, you'll join a team of industry experts dedicated to strengthening the financial services sector through innovation and thought leadership. We're seeking creative, collaborative, and self-driven professionals across all areas of our business - from developing cutting-edge solutions to sales, marketing, customer support, and beyond. Join us in our mission to make the financial industry stronger and more resilient, while advancing your career in a supportive, dynamic environment that values your unique skills and perspectives.

THE ROLE

Ncontracts is creating a team of sales coordinators to help our senior account executives spend more time in front of clients and less time on sales administrative work. This role is the operational partner to that team. You will own the Salesforce updates, the scheduling, the pipeline hygiene, and the reporting so sellers stay focused on what they do best: building relationships and closing deals.

This seat has a growth path. Coordinators who learn the mechanics of our sales motion have the opportunity to be the strongest internal candidates for expanded sales roles.

WHAT SUCCESS LOOKS LIKE

• Your sellers add back at least six hours a week of customer-facing time, measured against a calendar baseline we take in your first two weeks.
• Every opportunity in your book meets stage exit criteria before it advances. No surprises on forecast calls.
• First-draft pricing proposal delivery to the rep within 48 hours of the request.
• Meeting show rate across your AEs improves quarter over quarter.

YOU WILL

• Maintain and update Salesforce CRM with accurate account, contact, opportunity, and activity data. Find the gaps before a manager does.
• Own the calendar. Send the invite, confirm 24 hours out, chase the no-show the same day, and rebook before the week is over. That covers discovery calls, demos, and follow-up meetings with prospects that the BDR did not create.
• Build the pre-call brief ahead of every first meeting and every executive conversation. Account history, prior call summaries from Gong, open support items, and the regulatory news that matters to that institution.
• Turn the call recording into a follow-up email draft and Salesforce next steps within two hours. The rep edits and sends.
• Maintain the mutual action plan on every committed deal. Update dates and flag missed milestones straight to the rep and their manager.
• Build and maintain the Highspot pages and deal rooms reps share with buyers so nobody rebuilds the same deck a fourth time.
• Pull reporting and prepare forecast call materials for the sales managers.
• Flag marketing partner referral leads at 15 days open so we can bring the partner back in before day 30. Partners get paid on those deals. We should act like it.
• Keep the forecast packet current between calls so leadership is never working from a stale number.
• Support AE teams with lead assignments and routing.

HOW WE WORK

You drive the keyboard. The rep owns the deal. You will get through 20 records in the time a rep would spend on five, and the rep signs off on every stage change. Nobody's pipeline gets updated without them knowing what it says.

WHAT THIS ROLE IS NOT

You will not carry a quota, prospect into new accounts, or approve pricing. You will not decide whether a deal is qualified or where it belongs in the forecast. Those calls belong to the seller and their manager. Your job is to make sure they have the time and the material to make those calls effectively. Cold outbound, customer onboarding, renewals, and escalations all sit outside this role.

YOU BRING (Qualifications)

• 1+ year of working knowledge in sales, operations, sales support, a coordination role, or other commensurate work experience.
• Hands-on Salesforce experience required.
• Proficiency across Microsoft 365.
• Strong organizational instincts and the ability to hold several priorities at once without dropping one.
• Clear, direct communication. You will work daily with AEs and weekly with sales leadership.
• A self-starter who spots the gap and closes it before anyone asks.

Core behaviors we look for:

• Hungry and self-driven, you bring energy and initiative without being asked.
• Humble and coachable, willing to say what you don't know and take course correction.
• Smart in the emotional intelligence sense, able to adapt your approach and work effectively with people who operate differently than you do.
• Innovative, looking for patterns, suggesting improvements, and finding ways to help your reps be more successful.

BONUS POINTS (Preferred Qualifications)

• Experience supporting contract administration.
• Experience with sales forecasting tools or automated tracking systems beyond core CRM functionality.
• AI experience and automation tools is preferred, we run on Claude, Gong, and Highspot. If you don't have hands-on exposure to these platforms yet, you should be comfortable learning and adapting quickly.

WE OFFER ALL FULL-TIME TEAM MEMBERS:

• A fun, fast-paced work environment
• Responsible PTO Plan that meets or exceeds state and local medical and family leave laws
• 11 paid holidays
• Community and social events to keep you connected and engaged
• Mental Health Benefits
• Medical, Dental and Vision insurance
• Company-paid Group Life Insurance, Short- and Long-Term Disability
• Flexible Spending Account & Health Savings Account
• Aflac Benefits - Critical Illness, Cancer Protection, & Hospital Choice
• Pet Insurance
• 401 (k) with company match with eligibility on Day 1 of employment
• 2 Paid Volunteer Time Off Days
• And much more!

Part-Time, Temporary, Contractor, and Intern positions are not eligible for company benefits, including paid time off, health insurance, and other employee benefit programs.

AAP/EEO Statement

Ncontracts provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.