Operations Sales Administrator

Prospere Companies

Location:

Southlake, TX (Hybrid)

Compensation: $55,000/year + Benefits

Role:
Operations Sales Administrator

This position does not offer visa sponsorship or relocation benefits. Applicants must be based in the Dallas area.

The Operations Sales Administrator is the operational engine of our brokerage activities across Colorado, Texas, and Nevada. This role is responsible for the entire lifecycle of a business listing—from initial intake and CRM data integrity to final closing announcements. You will support the Broker team and the Director of Operations by keeping daily operations running on schedule, resolving technical issues, and ensuring our records and marketing platforms are always accurate.

• Intake & Audit:
  Review new listings for completeness (Executive Summaries, Engagement Fees, and documentation). Audit for errors and reject/return files to brokers when information is missing.
• Platform Execution:
  Manage the activation, updates, and removals of listings across Hub Spot, Sydney, Axial, Biz Buy Sell , and additional marketing sites.
• Platform Optimization:
  Monitor listing quotas monthly and manage "Showcase Choice" rotations on Biz Buy Sell  to maximize visibility.
• Closing Procedures:
  Execute closing tasks in Sydney, track lead sources, and coordinate with Finance/Corporate for the weekly Deal Dashboard.

• Help Desk Coordination:
  Monitor and assign tickets within the Operations Help Desk, ensuring tasks are routed to the appropriate specialists (HR, Marketing, Finance, etc.) with clear deadlines.
• Meeting Facilitation:
  Lead the Daily Ops Stand‑up to align priorities and clear blockers; manage the Weekly Sales Meeting logistics: preparing Power Points, updating KPI trackers, and managing the physical/digital meeting setup.
• Internal Announcements:
  Lead company‑wide announcements by celebrating closings, birthdays, and work anniversaries via Teams and SharePoint updates.

• Technical Troubleshooting:
  Serve as the first line of support for brokers on tools including Hub Spot, SharePoint, Zoom, Teams, and Trainual/Learning Management System.
• Resource Development:
  Pull market comps for brokers and create professional listing packets or seller questionnaire exports as needed.

• Facility Oversight:
  Assist with office inventory (supplies and snacks), maintaining clean conference rooms, mail distribution, and coordinating monthly office lunches, as needed.
• Meeting Facilitation:
  Prepare and distribute the weekly Sales Meeting PowerPoint and ensure the physical or digital setup for team meetings is seamless.

• Lead Processing:
  Manage inbound lead flow from phone, web, and internal systems, ensuring accurate data entry and broker assignment.
• Lead Coordination:
  Execute specialized workflows for long‑term leads, utilizing sequences to maintain engagement before re‑assigning to brokers.
• System Integrity:
  Perform regular Hub Spot data integrity audits, update deal stages, and refine process documentation (SOPs) to ensure the system remains the "single source of truth."

• Daily:
  Listing audits/submissions;
  Help Desk monitoring;
  Lead processing;
  Daily Ops Stand‑up;
  Closing announcements;
  Buyer pipeline troubleshooting.
• Weekly:
  Sales Meeting PPT prep;
  SharePoint homepage updates; KPI/Efficiency tracker maintenance;
  Team price change announcements.
• Monthly:
  Listing quota reviews;
  Biz Buy Sell  Showcase rotations;
  Onboarding/Offboarding task execution.
• As Needed:
  Onboarding new agents;
  Training brokers on new software;
  Troubleshooting office tech (printers/cloud phones).

• Meticulously Organized:
  You have a high attention to detail and can manage complex, recurring daily, bi‑weekly, and monthly task lists without items falling through the cracks.
• Tech‑Savvy Integrator:
  You are a Hub Spot power user (or equivalent CRM) and feel comfortable troubleshooting everything from API errors to Zoom settings.
• Process‑Oriented:
  You enjoy following and improving Standard Operating Procedures (SOPs).
• Service‑Minded:
  You take pride in providing the support that allows brokers to focus on their clients and transactions.
• High‑Stakes Performer:
  You thrive in an environment where accuracy is paramount, especially regarding financial closings and legal listing documentation.

• Salary Range: $55,000 - $65,000 (Based on experience)
• Hybrid
  
  Schedule:
  
  Monday‑Thursday in‑office;
  Friday remote.
• Benefits:
  Health, dental, and vision (50% employer contribution); 401k with 4% match;
  Progressive PTO (2–4 weeks).