Sales Operations Analyst

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The Sales Operations Analyst provides end-to-end operational and administrative support to the Sales and Program teams, ensuring that all commercial activities are properly scheduled, documented, tracked, and reported.

This role owns CRM data integrity (Zoho), proposal (Panda Doc) and NDA administration (Docu Sign), pipeline reporting, inventory tracking, and sales-related coordination, enabling customer-facing teams to focus on relationship building and deal execution.

The role also supports outbound sales efforts through structured follow-ups, call scheduling, and controlled cold outreach, while maintaining a complete and auditable sales operations history.

Job Responsibilities CRM Ownership & Sales History Management (Zoho)

• Own day-to-day maintenance of Zoho CRM
• Ensure accuracy and completeness of:
  • Accounts, contacts, and opportunities
  • Deal stages, values, and close dates
  • Activities (calls, meetings, emails, RFQs)
• Maintain a complete and auditable sales activity history
• Enforce CRM discipline across Sales and Program teams

Sales Administration & Scheduling

• Schedule and coordinate:
  • Sales calls
  • Client meetings
  • Internal commercial reviews
• Manage calendars for customer-facing Sales staff
• Prepare meeting agendas and circulate notes
• Track follow-ups and action items to completion

Outbound Support & Follow-Ups

• Conduct structured follow-ups on:
  • Open RFQs
  • Sent proposals
  • Pending NDAs
• Support controlled cold calling and outbound outreach
• Log all outreach activity in CRM
• Escalate qualified leads and customer responses to Sales leadership

Proposal Creation & Document Management (Panda Doc)

• Create and manage commercial proposals using Panda Doc
• Ensure proposals reflect approved inputs from Sales, Risk, and Finance
• Track proposal lifecycle (Draft, Sent, Viewed, Signed)
• Maintain version control and CRM linkage

NDA & Commercial Document Administration

• Prepare and issue NDAs using approved legal templates
• Track execution status and expiration dates
• Maintain centralized NDA records
• Link all NDAs to CRM accounts and opportunities

Pipeline Tracking & Reporting

• Maintain real‑time pipeline visibility for services and projects
• Prepare:
  • Weekly pipeline updates
  • Monthly summaries
  • Leadership dashboards
• Identify and flag stalled or aging opportunities

Equipment & Inventory Tracking

• Maintain accurate inventory records:
  • Available
  • Reserved
  • Sold or deployed
• Align inventory data with sales opportunities and projects

Sales & Marketing Alignment

• Support marketing initiatives through proper lead and opportunity attribution
• Coordinate with Marketing to ensure alignment between campaigns and sales activity

Process Discipline & Continuous Improvement

• Follow established Sales Operations and administrative processes
• Identify recurring data gaps or inefficiencies
• Propose improvements to CRM workflows, scheduling, and reporting processes

Job Requirements

Required Qualifications

• Proven experience in Sales Operations, Sales Administration, or CRM Management
• Strong working knowledge of Zoho CRM
• Experience with proposal and document tools such as Panda Doc and Docu Sign
• Strong organizational and time-management skills
• High attention to detail with data accuracy and compliance
• Ability to manage multiple priorities and deadlines
• Strong written and verbal communication skills

Preferred Qualifications

• Experience supporting outbound sales or inside sales teams
• Experience with pipeline reporting and dashboards
• Familiarity with inventory or equipment tracking
• Prior experience working with cross‑functional teams (Sales, Program, Finance, Marketing)

Key Performance Indicators (KPIs)

• CRM data completeness and accuracy: ≥ 98–100%
• Follow-ups completed within SLA: ≥ 95%
• Meetings scheduled without conflicts or errors: ≥ 98%
• Proposal accuracy (no rework required): ≥ 98%
• NDA tracking accuracy: 100%
• Pipeline reports delivered on time: 100%
• Outreach activity logged in CRM: 100%
• Internal satisfaction score: ≥ 4.0 / 5

Success Metrics

• Accurate and auditable CRM and sales history at all times
• On‑time scheduling and follow-ups with no dropped actions
• Clean, compliant proposal and NDA records
• Improved sales productivity due to reduced administrative burden
• Positive feedback from Sales, Program, and Leadership teams

Seniority level:
Associate

Employment type:

Full‑time

Job function:
Administrative

Industry: Oil and Gas

Location:

Houston, TX

Salary: $60,000.00–$70,000.00

Posted: 13 hours ago

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