Sales Process Specialist

Remote Jobs; Pittsburgh (Allegheny County); On-site; USD 65,000 - 85,000; Full time

Job summary

Xylem is hiring a Sales Process Specialist to support and optimize the order entry process for project-based sales, aligning with contracts and terms. This role partners with sales, projects, finance, operations, and customer service to strengthen commercial execution and data quality within the Water Solutions & Services business.

The ideal candidate has a background in sales process improvement, strong analytical skills, and experience with Salesforce/CRM tools.

Qualifications

• Bachelor's degree or equivalent work experience.
• Strong analytical skills with the ability to interpret data.
• Proficiency in sales tools and software (e.g., Salesforce, CRM systems).
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively with cross-functional teams.
• Knowledge of market research and competitive analysis techniques.
• Experience supporting complex engineered solutions or capital projects is preferred.

Responsibilities

• Validate and improve sales and commercial processes to drive growth and customer experience.
• Coordinate proposal support, pricing workflow, contract review, forecasting, reporting, and order execution.
• Facilitate new customer setup; gather and provide forms (e.g., W9, COIs).
• Collaborate with sales, finance, operations, and service teams to resolve order issues and ensure smooth handoff.
• Communicate updates and solutions to customers; tailor responses as needed.
• Manage and organize proposal documents; generate proposals and track opportunities in CRM.
• Ensure CRM data accuracy for reporting; run periodic CRM reports and updates.

Skills

Strong analytical skills

Excellent written and verbal comms

CRM/Sales tools proficiency

Independent and collaborative

Market research & competitive analysis

Education

Bachelor's degree in Business or Marketing or related field

Tools

Salesforce CRM

Job description

Xylem is a Fortune 500 global water solutions company dedicated to advancing sustainable impact and empowering the people who make water work every day. As a leading water technology company with 23,000 employees operating in over 150 countries, Xylem is at the forefront of addressing the world's most critical water challenges. We invite passionate individuals to join our team, dedicated to exceeding customer expectations through innovative and sustainable solutions.

We're Hiring a Sales Process Specialist!

The Sales Process Specialist is responsible for supporting and improving sales and commercial processes that drive business growth, operational consistency, and strong customer experience The primary focus of this role is leading and strengthening the order entry process for project-based sales, ensuring orders are entered accurately, timely, and in alignment with commercial terms, contractual requirements, and operational needs. This role partners closely with sales, project teams, finance, operations, and customer service to improve the effectiveness of processes that support the full commercial lifecycle within the Water Solutions & Services business.

In addition to project lifecycle ownership, this position supports process improvement across proposal coordination, forecasting, project handoff, pricing support, contract workflow, sales reporting, and order execution. The Sales Process Specialist helps ensure these processes are well defined, consistently followed, and aligned with business objectives. The role is also responsible for improving data quality, reducing inefficiencies, and supporting the tools and systems needed to strengthen commercial execution.

The ideal candidate brings a strong background in sales process improvement within a project-driven environment and can work effectively across functions and priorities. This individual should be comfortable analyzing workflows, supporting process changes, and driving adoption of standardized practices that improve visibility, accountability, and overall performance. Strong communication, organizational, and analytical skills are essential, along with the ability to operate effectively in a matrixed organization.

Key Responsibilities:

• Validates & converts sales lead programs; maintains sales incentive stats, targeted campaigns and assists with specific business segment development
• Coordinate and improve commercial processes related to proposal support, pricing workflow, contract review, forecasting, sales reporting, and order execution.
• Facilitates New Customer set-up; gathers and provides various forms for purpose of sale or account retentions (e.g. W9, COIs, etc.)
• Partner with sales, finance, operations, customer service, and project teams to resolve order-related issues and ensure clean handoff from commercial activity into execution.
• Distributes customer communications following sale and install; resolves complex or unusual requests and problems that may require a customized response; communicates solutions/information to the customer
• Reviews, edits, organizes and maintains proposal-related documents on the SharePoint site including requests for proposal, specifications and other supporting documentation for opportunities; generates proposals for existing customers and follows up based on direction of sales team
• Account management support; ensures CRM and process data is accurate for reporting; runs periodic CRM opportunity tracking reports and other ad hoc reports as requested; updates CRM data at the direction of team members and self
• Job package review, submission and tracking; supports and processes RMA requests

• Collaborating with other departments to improve overall customer experience
• Following up with customers to ensure satisfaction with products and services
• Staying updated on industry trends and competition to provide valuable insights to the sales team

Qualifications:

• Bachelor's degree in Business, Marketing, or a related field or equivalent work experience that provides exposure to fundamental theories, principles, and concepts.
• Strong analytical skills with the ability to interpret complex data.
• Proficiency in sales tools and software (e.g., SalesForce, CRM systems).
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively with cross-functional teams.
• Knowledge of market research and competitive analysis techniques.
• Experience supporting complex engineered solutions, capital projects, or dewatering-related commercial processes is preferred.

Salary:

The estimated salary range for this position is $65,400 - $85,000.00. Starting pay is dependent on multiple factors, such as skills, experience and work location, and is not typically at the top of the range. At Xylem we offer a competitive compensation package with a generous benefit package, including Medical, Dental, Vision plans, 401(k) with company contribution, paid time off, paid parental leave and tuition reimbursement.

Join the global Xylem team to be a part of innovative technology solutions transforming water usage, conservation, and re-use. Our products impact public utilities, industrial sectors, residential areas, and commercial buildings, with a commitment to providing smart metering, network technologies, and advanced analytics for water, electric, and gas utilities. Partner with us in creating a world where water challenges are met with ingenuity and dedication; where we recognize the power of inclusion and belonging in driving innovation and allowing us to compete more effectively around the world.

At Xylem, you'll not only contribute to solving water issues but also have the chance to make a difference through our paid Volunteer Program, Xylem Watermark. We prioritize our employees' well-being through inclusion and belonging as well as our Employee Resource Groups (ERG). Proud to be an Equal Employment Opportunity (including disability and veterans) and Affiliation Action workplace, Xylem fosters an inclusive environment free from discrimination or harassment.

Please note that the information in this job description outlines the general nature of the position and is not an exhaustive list of duties. Xylem is dedicated to providing reasonable accommodations to enable all employees to perform their essential job functions. We reserve the right to modify this job description and assign additional duties as needed. Embrace the opportunity to be part of Xylem's transformative journey in shaping the future of water technology!