Sales Operations Assistant

Algoseek LLC.; United States; Hybrid; USD 42,000 - 65,000; Full time

Benefits offered by this job

Fully remote

Global exposure

Career growth

Competitive pay

High-visibility role

Job summary

Algoseek LLC. is seeking a Sales Operations Assistant to act as the operational backbone of the Sales organization. The role focuses on CRM accuracy, deal discipline, document flow, and cross-team coordination to keep revenue flowing and executive reporting reliable.

The position is fully remote, requires high attention to detail, and touches revenue, contracts, and leadership updates. You will own CRM hygiene, prepare quotes and agreements, and coordinate with Finance and Technical teams.

Qualifications

• Excellent written and spoken English.
• CRM experience with HubSpot preferred; Salesforce or Pipedrive acceptable.
• Strong organizational and administrative discipline.
• Consistent workflow adherence.
• Proficiency in Google Workspace.
• Experience with contract tools (DocuSign, PandaDoc) and quoting.

Responsibilities

• Maintain CRM hygiene and ensure accurate deal updates.
• Route contracts through internal approvals and track signatures.
• Prepare quotes, pricing sheets, questionnaires, and order forms.
• Coordinate meetings and minutes; manage shared inboxes and follow-ups.
• Produce leadership-ready summaries and weekly/monthly reports.
• Coordinate with Finance and Technical teams on onboarding and renewals.

Skills

CRM experience

HubSpot

Salesforce / Pipedrive

English proficiency

Google Workspace

Tools

HubSpot

Salesforce

Pipedrive

Google Workspace

DocuSign

PandaDoc

HubSpot Quotes

GDrive/Notion

Job description

The Sales Operations Assistant is the operational backbone of Algoseek’s Sales organization. This role ensures CRM accuracy, deal discipline, document flow, reporting integrity, and cross-team coordination — so Sales can focus on closing revenue while Operations ensures nothing breaks behind the scenes.

This is a high-trust, detail-intensive role that touches real revenue, contracts, and executive reporting.

• Location: Remote
• Job Type: Full-Time

Core Functional Responsibilities

Purpose: Maintain an accurate, actionable, leadership-ready sales database.

Daily CRM Responsibilities

• Update CRM with new leads, deals, contacts, and activities.
• Create and assign leads and deals after calls or inquiries.
• Update deal stages, values, probabilities, and next steps after each interaction.
• Add researched background info to lead and account profiles (role, company focus, product use case).

Data Hygiene

• Deduplicate records and close dead or inactive opportunities.
• Enforce proper segmentation, tagging, and lifecycle stages.
• Upload, transcribe, and categorize call notes, summaries, and recordings.

Renewal Management

• Track renewal dates and maintain renewal calendars.
• Ensure opportunities include value, term, renewal status, and risk level.
• Provide CRM snapshots for weekly and bi-weekly leadership reviews.
• Prepare summaries for:
  • Top accounts
  • High-priority leads
  • Stalled or at-risk deals

Documentation, Quotes & Contract Processing

Purpose: Deliver accurate, compliant client documents on time.

Document Preparation

• Prepare quotes, pricing sheets, questionnaires, and order forms.
• Draft and update proposals and agreements using approved templates.

Approval & Signature Workflow

• Route contracts through internal approval chains.
• Send and track documents via DocuSign or equivalent tools.
• Follow up on delayed signatures until completion.

Document Repository Management

• Maintain structured GDrive/Notion folders for:
  • Active templates
  • Signed agreements
  • Historical versions
  • Renewal documents
• Enforce strict version control and naming conventions.

Administrative Quality Check

• Flag formatting errors or mismatched products (non-legal).

Purpose: Reduce friction across Sales, Clients, Finance, and Technical teams.

Shared Inbox Management

• Route requests to correct teams.
• Draft professional client-facing replies when appropriate.

Meeting Coordination

• Schedule sales calls and internal syncs across time zones.
• Ensure all TeamUp entries include:
  • Agenda
  • Attendees
  • Objectives
  • Links
• Take meeting minutes and track follow-ups.
• Assist with client follow-ups, deliverables, and questionnaires.
• Track quote, agreement, and onboarding status.
• Maintain organized account folders with history, notes, and forms.

Cross-Functional Coordination

• Work with Finance on:
  • Unpaid invoices
  • Credits
  • Corrections
• Coordinate with Technical teams on onboarding workflows.

Reporting & Analytics

Purpose: Deliver clear visibility into revenue performance.

Weekly Reports

• New leads, active opportunities, stalled deals.
• Top accounts.
• Follow-up and risk priorities.

Monthly Reports

• Bookings.
• Renewals.
• Churn.
• High-level KPIs and leadership action items.
• Renewal trackers.
• Account status trackers.
• Follow-up logs.
• Accounting-related reports.

Administrative & Project Support

Purpose: Keep Sales structured, responsive, and execution-focused.

Content & Materials

• Organize sales collateral, slide decks, templates, and notes.
• Assist with major client meeting preparations.
• Prepare access, training folders, templates, and onboarding kits.

Project Documentation

• Maintain:
  • Account plans
  • Renewal logs
  • Project timelines
  • Meeting history

Task & Deadline Management

• Track weekly sales action items.
• Set reminders and enforce delivery cadence.

Daily & Weekly Cadence

• Daily
  • Assign new leads and update CRM.
  • Monitor shared inboxes.
  • Prepare quotes, agreements, and questionnaires.
  • Upload notes, minutes, and recordings.
  • Update renewal and follow-up trackers.
  • Support active client follow-ups.
• Prepare sales reports and leadership summaries.
• Coordinate with Accounting.
• Validate document versions in GDrive/Notion.
• Attend sales meetings and document action items.

Work Hours

• Monday to Friday
• 9:00 AM – 5:00 PM EST (Eastern Standard Time)

Supplemental Responsibilities

• Join client calls to take structured notes.
• Update CRM with next steps and action owners.
• Prepare client recap emails and reminders.
• Draft leadership-ready summaries.
• Help assign and track internal Sales team tasks.
• Coordinate invoice corrections and credits.
• Maintain organized financial correspondence.

Supplemental Responsibilities

Core (Non-Negotiable)

• Excellent written and spoken English.
• CRM experience (HubSpot preferred; Salesforce/Pipedrive acceptable).
• Strong organizational and administrative discipline.
• Consistent workflow adherence.
• Proficiency in Google Workspace.

Preferred

• Background in Sales Support, Sales Ops, RevOps, or Sales Admin.
• Experience with:
  • Quote preparation
  • Contract routing
  • DocuSign / PandaDoc / HubSpot Quotes
• Exposure to B2B, SaaS, market data, or financial services.
• Structured meeting documentation experience.
• Highly motivated and proactive.
• Handles confidential financial and customer data with discretion.
• Process-oriented and structured.
• Error-sensitive and quality-driven.
• Flexible with shifting priorities.
• HubSpot CRM (preferred)
• Google Workspace
• Microsoft Office
• DocuSign / PandaDoc / HubSpot Quotes
• Slack, TeamUp, shared inbox tools

What Success Looks Like (Expectations)

First 30 Days

• Fully owns CRM hygiene and deal updates.
• All sales documents follow strict version control.
• Shared inboxes run without delays or losses.

By 60 Days

• Weekly reports delivered flawlessly without rework.
• Renewal tracking is proactive, not reactive.
• Contract turnaround times reduced.

By 90 Days

• Sales pipeline data is fully leadership-trusted.
• Renewals, contracts, and onboarding flow with zero bottlenecks.
• Sales leadership views this role as mission-critical.

What We Offer

• Direct exposure to global B2B sales operations.
• High visibility, high-impact role.
• Clear career pathway into Sales Ops, RevOps, or Commercial Leadership.
• Fully remote environment.
• Competitive compensation aligned with responsibility.