What are the responsibilities and job description for the Sales Operations Analyst position at Prismecs?
Role Summary
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 (PandaDoc) and NDA administration (DocuSign), 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.
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
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
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
Create and manage commercial proposals using PandaDoc
Ensure proposals reflect approved inputs from Sales, Risk, and Finance
Track proposal lifecycle (Draft, Sent, Viewed, Signed)
Maintain version control and CRM linkage
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
Maintain real-time pipeline visibility for services and projects
Prepare:
Weekly pipeline updates
Monthly summaries
Leadership dashboards
Identify and flag stalled or aging opportunities
Maintain accurate inventory records:
Available
Reserved
Sold or deployed
Align inventory data with sales opportunities and projects
Support marketing initiatives through proper lead and opportunity attribution
Coordinate with Marketing to ensure alignment between campaigns and sales activity
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 PandaDoc and DocuSign
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
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)
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
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