The Sales Coordinator supports Scale Virtually’s sales team by ensuring every lead, discovery call, follow-up, contract, and handoff is tracked, scheduled, and “closed-loop” to completion—so Sales leadership can stay focused on revenue-generating activity.
This role blends sales operations, calendar/inbox coordination, reporting, and internal project follow-through.
The expectation is proactive coordination and tight execution rhythms (daily syncs, documented actions, and end-of-day status closure).
Core Responsibilities
1) Pipeline & CRM Coordination
- Own day-to-day lead and opportunity hygiene: ensure new leads are captured, correctly tagged, routed, and updated through each pipeline stage.
- Track and implement follow-ups and next steps for open opportunities; ensure nothing stalls due to missing info, missing outreach, or unclear ownership.
- Maintain consistent internal workflows to keep sales motion moving.
- Inform appropriate Sales Closer or POC of any noteworthy changes, or requirements.
2) Discovery Call + Meeting Scheduling & Prep
- Launch and manage the virtual meeting rooms for discovery calls, follow-ups, and internal sales meetings across time zones.
- Confirm attendees by phone, text messaging, and email to reduce no-shows.
- Research the lead to gather sufficient information about the lead’s company, industry, possible requirements, and potential opportunities.
- Take note of salient information about the proposed scope of work as determined during the discovery call and/or follow up/s.
- Provide the Sales Closer with the information about the lead prior to the discovery call and/or follow up call.
- Initiate moving up meetings to maximize vacant slots.
3) Follow-Up Execution & “Close the Loop” Ownership
- Administer the follow-up system so no opportunity, request, or client communication becomes an “open loop.”
- Publish end-of-day updates (Slack/email) summarizing what moved forward, what’s pending, and what needs decisions—so leadership never has to wonder what happened.
- Run a rolling action list that carries forward incomplete items daily and prevents tasks from disappearing.
4) Proposal, Contract, and Handoff Coordination
- Coordinate preparation and sending of proposals/agreements (e.g., DocuSign) and ensure completion/collection of required information.
- Track setup fee status and next-step milestones after signature (e.g., scheduling Process Engineering Calls / onboarding).
- Create clean internal handoffs to Process Development: confirmed scope, pricing, role(s), pain points, solutions, start expectations, and scheduling commitments.
5) Sales Reporting & Executive Visibility
- Maintain daily/weekly sales reports (e.g., booked DCs, run rate, close rate, setup fees, pipeline health, channel performance).
- Maintain trackers and dashboards used by leadership for decision-making; flag anomalies early (drop in show rate, stalled proposals, lead source gaps).
- Convert meeting outcomes into action items, owners, deadlines, and follow-up reminders (internal accountability support).
6) Process Documentation & Templates (Sales Enablement Support)
- Document recurring sales admin processes (inbox handling rules, follow-up sequences, scheduling rules, handoff checklists) so the system scales and is trainable.
- Create/maintain templates (email responses, scheduling messages, follow-up scripts) and continuously improve them based on real scenarios.
- Maintain a consistent “capture notes → transfer actions → update task list” routine to protect throughput and accuracy.
Requirements
Required Qualifications
- 3+ years in sales coordination, sales operations, executive assistance (sales-heavy), or revenue operations support.
- Excellent written and verbal command of the English language: clear, concise client-facing messaging and strong internal summaries.
- High attention to detail; strong follow-through; comfortable managing dozens of moving parts without drops.
- Strong scheduling instincts (time zones, buffers, confirmations).
- Comfortable implementing communication rhythms (daily sync cadence, structured updates).
Preferred Qualifications
- Experience supporting a remote sales team and/or a service business selling staffing, consulting, or operational services.
- CRM proficiency (HubSpot/Salesforce/Podio/REI-style CRMs—any is fine if you learn fast).
- Familiarity with DocuSign, Google Workspace, Slack, and basic spreadsheet reporting.
Tools You’ll Likely Use
- CRM (HubSpot or equivalent)
- Google Workspace (Gmail/Calendar/Sheets/Docs)
- Slack
- DocuSign
- Monday
- Zoom
Benefits
- HMO
- Fully-Remote Work
- 50,000-55,000 PHP
- PTO
