Sales Operations & CRM Coordinator

We are hiring a Sales Operations & CRM Coordinator to bring structure, organization, and follow-through to our growing warehouse services business.

This is a brand-new role. Currently, all sales activity is managed directly by the founders, without a formal CRM process or structured workflow. Leads come in through multiple funnels, but follow-ups, scheduling, and documentation are handled manually and inconsistently.

Your role will be to design and manage the sales workflow from lead intake through follow-up. You will own CRM management (Pipedrive), track correspondence, ensure timely follow-ups, and help keep the sales pipeline organized and moving forward.

This role is ideal for someone highly organized, process-driven, and proactive, who can both execute and help design structure in a previously unstructured sales environment.

• →Monitor inbound leads from multiple sources (email introductions, 3PL referrals, direct inquiries)
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  Respond to initial inquiries and facilitate scheduling using Calendly

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  Enter all lead details into Pipedrive CRM and maintain accurate records

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  Clean up and organize existing pipeline data

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  Track proposal status, quotes sent, and next steps

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  Research prospective client background

• →Maintain and update all client-facing proposals (Word documents) within each lead record, ensuring scope, pricing, and revisions are accurately reflected based on ongoing discussions.
• →Prepare customized shipping quotes based on prospect-specific weights, dimensions, and destination zip codes by accessing carrier and shipping portals to retrieve accurate rate information.
• →Build and structure shipping quotes within Google Sheets, ensuring all calculations, pricing logic, and supporting details are clearly organized and ready for internal review or client delivery.
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  Ensure consistent follow-up with prospects to prevent drop-offs

• →Manage documentation such as proposals, pricing adjustments, and shipping quotes
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  Create and maintain tracking sheets and internal reports

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  Remind owners (two) of follow-ups and pending actions

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  Help design and document a structured sales SOP

• →Support with call note-taking and post-call documentation (live or via recordings)
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  Provide end-of-month pipeline reporting and activity summaries

• 2+ years experience in Sales Operations, CRM Management, or Executive Support
• Hands-on experience using a CRM system (Pipedrive)

• Strong process-building and organizational skills

• Excellent written English communication

• High attention to detail and follow-through

• Comfortable managing multiple leads and priorities simultaneously

• Proactive mindset with ability to work independently

• Comfortable working with founders in a growing service-based business

• Experience supporting a sales team or service-based company

• Familiarity with 3PL, logistics, warehousing, or service-based industries

• Experience building or documenting SOPs

• Ability to create simple dashboards or pipeline reports

• Comfortable joining sales calls for note-taking and coordination