Sales Ops Coordinator: Drive Pipeline & Process

Valmar Merchant Services; Village of Williamsville (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Valmar Merchant Services, part of Valmar Holdings, seeks a Sales Operations Coordinator to keep our sales processes moving and data accurate. You’ll work closely with the Director of Sales to ensure opportunities progress from first conversation through onboarding, while reducing bottlenecks and applying AI-assisted tools to optimize workflows.

You’ll own documentation, follow-up, and timely communication with clients and internal teams, driving efficiency in a fast-paced environment where

Qualifications

• 1+ years of experience in sales operations, sales support, business operations, account coordination, executive support, customer operations, or another high-volume environment requiring strong follow-through and organization.
• Exceptional attention to detail and organizational discipline, with the ability to manage multiple active priorities without losing sight of commitments or deadlines.
• Strong working knowledge of CRM systems and comfort learning new sales technology, workflow tools, automation platforms, and AI-enabled tools.
• A proactive, ownership-oriented mindset. You look ahead, anticipate what will be needed, and act before an issue becomes a blocker.
• Strong critical-thinking and problem-solving skills with the judgment to determine what can be solved independently and what needs escalation.
• Clear, professional written and verbal communication skills with the confidence to interact with clients, sales professionals, and senior leaders.
• Ability to prioritize effectively and work with urgency in an environment where priorities can shift quickly.
• Comfort with accountability, direct feedback, and measurable expectations in a high-performance culture.
• Associate degree or higher preferred; equivalent relevant experience will also be considered.

Responsibilities

• Keep sales opportunities moving by tracking next steps, open items, client commitments, internal dependencies, and deadlines through close and onboarding.
• Maintain accurate, complete, and current CRM data across leads, opportunities, client interactions, pricing, forecasts, and sales activity so leadership can make informed decisions quickly.
• Participate in client and prospect meetings alongside sales leadership, capture action items, and ensure commitments are followed through internally and externally.
• Proactively contact clients and prospects to obtain missing information, answer routine questions, coordinate documentation, and prevent avoidable delays in the sales process.
• Partner with the Sales Operations Manager and other sales team members to identify bottlenecks, anticipate needs, and remove administrative or operational friction that slows down revenue-generating activity.
• Coordinate across Compliance, Accounting, Marketing, Customer Success, and other internal teams to support smooth deal progression, client onboarding, and timely delivery of services.
• Build, document, and continuously improve sales operations processes, workflows, templates, and systems that increase efficiency, consistency, visibility, and speed.
• Use technology, automation, and AI tools to reduce manual work, improve follow-up, strengthen data quality, and make the sales organization more scalable.
• Provide timely, accurate information to leadership regarding pipeline activity, outstanding items, forecasts, and risks that may impact a deal or client relationship.
• Dive into problems, determine what is blocking progress, and coordinate the people and information needed to reach a resolution rather than simply escalating the issue.
• Respond to customers, sales leadership, and internal partners with urgency and professionalism, including occasional needs outside standard business hours when business-critical matters arise.
• Understand and adhere to the Company's risk and regulatory standards, policies, and controls, and appropriately escal...

Skills

Attention to detail

Organizational skills

CRM systems

AI tools

Ownership mindset

Problem solving

Communication

Prioritization

Accountability

Education

Associate degree or higher preferred

Tools

CRM systems

AI-enabled tools

Job description

Valmar Merchant Services, part of Valmar Holdings, seeks a Sales Operations Coordinator to keep our sales processes moving and data accurate. You’ll work closely with the Director of Sales to ensure opportunities progress from first conversation through onboarding, while reducing bottlenecks and applying AI-assisted tools to optimize workflows.

You’ll own documentation, follow-up, and timely communication with clients and internal teams, driving efficiency in a fast-paced environment where