Sales Operations Administrator/Proposal & Bid Coordinator

Sales Operations Administrator (Hybrid – Neptune, NJ)

Location: Neptune, NJ (Hybrid: 2–3 days/week in office)
Type: Full-Time
Department: Sales Operations

About the Role

We are seeking a seasoned Sales Operations Administrator to support our team of Account Executives in delivering exceptional service to our clients across life sciences and critical infrastructure sectors. Reporting to the Head of Sales, this role is critical in enabling sales through the coordination of pre-qualifications, proposal and change order administration, vendor compliance, and CRM maintenance. The ideal candidate brings at least 5 years of experience supporting a professional services sales team and thrives in a collaborative, detail-oriented environment.

Key Responsibilities

Proposal & Change Request Administration

• Lead proposal administration – provide support to Account Executives to produce proposals for bids.
• Manage RFP administration – build a database to outline activities, deadlines, assign priorities based on urgency, and      role assignments.
• Generate proposal and RFQ numbers in Zoho
• Compile, edit, and format bid documents in Quoteplan Google Docs
• Track revisions and log all submissions in Zoho

Pre-qualifications & Compliance Coordination

• Manage client-specific prequalification portals
• Submit and maintain up-to-date documentation (W-9s, insurance certificates, OSHA logs, banking information)
• Collaborate with both internal (HR, Finance, and Operations) and external stakeholders (JJ Safety) to ensure all compliance data is accurate and complete

Customer Safety & Onboarding Portals

• Manage safety and onboarding platforms (e.g., ISNetworld, DISA, PECSafety, Ariba, Coupa, NJStart), and accountable for accurate data reporting.
• Stay up to date on client-specific onboarding requirements and post bulletins as needed

Sales & Change Order Processing

• Convert proposals to Closed/Won and initiate order processing
• Compile pricing, signed SOWs, POs, and other documentation for submission 
• Assist in revising and tracking sales/change orders in coordination with Finance and Operations
• Generate monthly Sales Order Reports

CRM, Documentation & Tools Management

• Maintain accurate records in Zoho CRM (accounts, contacts, leads)
• Support ongoing migration from Quoteplan to Zoho and template updates
• Assist with preparation and execution of NDAs using AdobeSign
• Maintain ESA documents and enforce internal policy on rate card sharing

Training & Sales Team Support

• Train new sales team members on internal tools and workflows (Zoho, Quoteplan, Teams, SharePoint)
• Provide on-demand support with CRM entry, proposal generation, and customer documentation

Qualifications

• 5+ years of experience in Sales Operations, preferably supporting a professional services sales team
• Associate degree or bachelor’s degree in a relevant field preferred
• Experience working with life sciences and/or critical infrastructure clients
• Proficiency in word processing – MS Office products and Google documents
• Proficiency with CRM systems (Zoho preferred), SharePoint, Microsoft Teams, and Google Workspace
• Familiarity with safety/compliance platforms such as ISNetworld, DISA, Ariba, and NJStart
• Strong attention to detail and ability to manage multiple ongoing workflows
• Excellent organizational, communication, and time management skills
• Self-starter with the ability to work independently and collaboratively