WFH Sales Operations Coordinator
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Job Overview
Are you a process-driven systems expert with hands-on proficiency in ClickUp, Claude, and Claude Code?
As a Sales Operations Coordinator, you will take full ownership of our client's business development pipeline—systematically tracking leads from events, speaking engagements, and referrals through every stage of follow-up. You will manage high-impact event communications, refine copy edits, and ensure seamless contract handoffs to accounting. This is an exciting opportunity for a detail-oriented professional skilled in leverage-building AI tools to streamline operations and optimize pipeline reporting.
Schedule
Flexible from 9:00 AM to 8:00 PM New Rochelle, NY Time (20 hours per week)
Responsibilities
- Capture and intake all leads from the Principal, team members, and partners into ClickUp within 2 business days with complete source, contact details, and context.
- Execute timely follow-up on all leads using approved templates, initiating outreach within 5 business days and systematically pursuing non-responses.
- Coordinate, confirm, and manage meetings on the Principal's calendar, including reschedules, reminders, and prep notes while ensuring zero double-bookings.
- Promptly send approved materials, follow-up decks, and proposals to prospects within 1 business day, logging sent items and managing copy edits.
- Leverage AI tools such as Claude and Claude Code to streamline document management and daily business development workflows.
- Track and confirm event RSVPs, sending registration confirmations within 1 business day and reminder emails (3 days and 1 day prior) while keeping ClickUp attendee lists current.
- Save and organize all sales documents, correspondence, proposals, and contracts in correct folders following established filing structures.
- File executed contracts and record key terms (client, value, monthly rate, start/end dates, deliverable milestones).
- Maintain and update contract payment schedules (invoice dates, amounts, terms, due dates) within 3 days of signing for the accounting team.
- Keep the ClickUp pipeline tracker updated in real time with lead statuses, last touchpoints, next steps, and owners.
- Produce weekly pipeline summaries and monthly reports detailing pipeline stages, conversions, contracts won, and payment statuses.
- Participate in sales calls and client meetings as appropriate for senior-level support and professional background.
Requirements
- Excellent English communication fluency across all written communication (emails, scheduling, reports).
- Exceptional written communication tailored for senior executive audiences (agency leadership, university executives).
- Proficiency with ClickUp (or demonstrated ability to learn quickly) for pipeline tracking and reporting.
- Proficiency with Claude and Claude Code.
- Exceptional attention to detail and strong document management skills.
- Analytical skill set to evaluate pipeline stages, conversions, and metrics.
Independent Contractor Perks
- Permanent work from home
- Immediate hiring
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