Sales Operations Manager

Evergreen State Heat & A/C is building a high-performance sales organization supporting residential and commercial HVAC, service, maintenance, and replacement projects throughout Western Washington. We have talented sales representatives, a large customer base, significant market opportunity, and aggressive growth goals.

We're looking for an experienced Sales Operations Manager to build the systems that keep our sales organization running efficiently. This role is the operational backbone of the sales team, ensuring opportunities are organized, proposals are accurate, follow-up happens on time, and projects transition seamlessly from sales to operations.

You won't manage salespeople. Instead, you'll own the processes that help them perform at their best.

You'll work directly with our Sales Leader, supporting three Sales Representatives, one Account Manager, and three Setters while partnering closely with Operations, Purchasing, Finance, Marketing, and Dispatch.

• Maintain Hub Spot as the company's source of truth by keeping contacts, deals, notes, tasks, and customer activity accurate.
• Ensure every opportunity has a clear owner, stage, value, follow-up date, and next action.
• Build and maintain dashboards, reports, workflows, templates, and automations.
• Identify stalled opportunities, duplicate records, missing information, and overdue follow-up.
• Support CRM adoption and maintain consistent data quality across the sales team.

• Coordinate proposal creation from initial request through customer delivery.
• Prepare accurate residential and commercial proposals using approved pricing, equipment selections, financing, warranties, and scope.
• Review proposals for completeness, pricing accuracy, and margin compliance.
• Maintain proposal templates, pricing tools, and supporting documentation.
• Track proposal status, revisions, approvals, deposits, and customer responses.
• Confirm equipment availability, pricing, lead times, and approved alternatives before proposals are finalized.
• Coordinate with distributors, manufacturers, purchasing, operations, and sales.
• Maintain current product information and sales resources.
• Escalate equipment or pricing concerns before customer commitments are made.
• Ensure every qualified opportunity has a documented next step.
• Track financing, rebates, agreements, customer documentation, and follow-up commitments.
• Prepare sales representatives for appointments and customer meetings.
• Communicate routine customer updates when appropriate.
• Escalate stalled opportunities or customer concerns before they impact the relationship.

• Ensure every signed project is transferred to Operations with complete and accurate documentation.
• Verify project scope, pricing, equipment, deposits, financing, and customer expectations.
• Resolve missing information before work begins.
• Recommend process improvements that improve efficiency and reduce errors.

• Develop SOPs, checklists, templates, and quality standards.
• Leverage Hub Spot automation, AI, and other approved tools to improve efficiency.
• Identify bottlenecks and recommend solutions that help the sales team scale.
• Continuously improve the customer journey from lead through project handoff.

• 4+ years of experience in Sales Operations, Sales Administration, Revenue Operations, Proposal Coordination, Project Coordination, or a similar role.
• Experience supporting multiple sales representatives in a fast-paced environment.
• Strong Hub Spot experience (or comparable CRM platform).
• Experience creating proposals, estimates, contracts, or customer-facing documentation.
• Excellent organizational, communication, and project management skills.
• Ability to manage multiple priorities while maintaining exceptional attention to detail.
• Confidence holding others accountable to processes and documentation standards.
• Comfortable working with a fast-paced, high-expectation leader.
• Strong analytical and problem-solving skills.
• Willingness to travel to Washington for initial training.

• HVAC
• Mechanical Contracting
• Commercial Building Services

Industry experience is preferred but not required for an exceptional candidate with strong sales operations experience.

• Learn Evergreen's residential and commercial sales processes, products, pricing structure, and proposal standards.
• Become proficient in Hub Spot, proposal workflows, and internal sales processes.
• Build strong working relationships with Sales, Operations, Purchasing, Finance, Dispatch, and Marketing.
• Understand current sales processes and identify opportunities for improvement.
• Establish a clear communication and priority system with sales leadership.

• Take ownership of Hub Spot administration and maintain accurate pipeline data.
• Standardize the proposal intake and quality-control process.
• Verify equipment availability and pricing before…