Sales Support Specialist (Inside Sales & Sales Operations)

Universal Data Inc; New Orleans (LA); On-site; USD 45,000 - 65,000; Full time

Job summary

Universal Data Inc. is seeking a Sales Support Specialist to back the sales team by handling quotes, orders, and CRM accuracy. You will coordinate internal handoffs across Sales, Ops, Finance, and Partners to keep deals moving and ensure timely, accurate communications.

Responsibilities include managing SOWs, POs, contracts, licensing, and renewals, plus supporting RFPs and process improvement efforts to raise efficiency and consistency.

Qualifications

• Minimum 2+ years in sales support, inside sales, ops, or related roles.
• Experience with CRM and quoting/order workflows is a plus.
• Proficient with Microsoft 365 apps and document tooling.

Responsibilities

• Prepare and process quotes for software, hardware, services, and renewals.
• Manage all sales docs: SOWs, POs, contracts, licensing, vendor authorizations.
• Maintain clean CRM records: contacts, companies, tasks, notes, close dates.
• Coordinate handoffs between Sales, Sales Engineering, Service Delivery, and Finance.
• Track deal progress and communicate updates, blockers, and next steps.
• Handle partner program workflows: deal registrations and vendor compliance.
• Support RFPs and proposals by coordinating inputs, timelines, and submissions.
• Improve templates, checklists, and repeatable inside sales processes.

Skills

Organization

Communication

Prioritization

Cross-functional collaboration

Process improvement

Customer service

Tools

HubSpot

Salesforce

Microsoft 365

Job description

Summary

The Sales Support Specialist supports UDI's sales team by managing the operational and administrative work that keeps deals moving. This role owns quoting and order processing tasks, maintains CRM accuracy, coordinates internal handoffs, and serves as a key point of contact between sales, vendors/partners, and internal teams. You'll be measured on timeliness, accuracy, follow-through, and your ability to keep the sales cycle organized.

What you'll own (day-to-day)

• Prepare and process accurate quotes for software, hardware, services, and renewals.
• Manage all sales documentation, including SOWs, POs, contracts, licensing, and vendor authorizations.
• Maintain clean, complete, and up-to-date CRM records (contacts, companies, tasks, notes, close dates).
• Coordinate internal handoffs between Sales, Sales Engineering, Service Delivery, and Finance - ensuring nothing slips through the cracks.
• Track deal progress and proactively communicate updates, requirements, blockers, and next steps.
• Handle partner program workflows such as deal registrations and vendor compliance requirements.
• Support RFPs and proposals by coordinating inputs, timelines, and submission materials (as assigned).
• Improve and refine templates, checklists, and repeatable inside sales processes to increase efficiency and consistency.

What success looks like (first 60-90 days)

• Quotes, documents, and order processing are delivered on time and error-free, meeting agreed-upon SLAs.
• CRM accuracy and completeness show measurable improvement - no missing fields or stalled deals due to gaps.
• A reliable quoting and order-processing checklist + routine is established and adopted with Sales and Ops teams.
• Proposal and RFP submissions are organized, complete, and delivered on schedule (when applicable).
• Internal teams trust your follow-through because updates, handoffs, and communication are consistent and proactive.

Core competencies

• Highly organized and detail-oriented - with a talent for managing multiple moving parts through structure.
• Strong communicator - able to document clearly, set expectations, and follow up professionally.
• Effective prioritization, especially when balancing deadlines, urgency, and revenue impact.
• Cross-functional collaborator who escalates blockers early and keeps teams aligned.
• Process-minded - enjoys working from templates, checklists, SOPs, and improving them over time.
• Service-oriented with a mindset focused on supporting internal teams and delivering a smooth customer experience.

Requirements

• 2+ years in sales support, inside sales, sales ops, administration, or customer operations
• Experience with CRM (HubSpot, Salesforce, or similar) and quoting/order workflows a plus
• Strong proficiency with Microsoft 365 (Outlook, Excel, Word); proposal/quote tools a plus
• Experience with vendor/distributor portals, deal reg, licensing, or renewals is a plus
• IT/MSP, Cybersecurity, or B2B services experience preferred but not required

Reporting & Relationships

• Reports to: Director of Marketing
• Works closely with: Sales, Sales Engineering, Service Delivery, Finance, Vendors/Partners