Sales Administration Specialist

About the role

Ncontracts is creating a team of sales coordinators to help our senior account executives spend more time in front of clients and less time on sales administrative work. This role is the operational partner to that team. You will own the Salesforce updates, the scheduling, the pipeline hygiene, and the reporting so sellers stay focused on what they do best: building relationships and closing deals. This seat has a growth path. Coordinators who learn the mechanics of our sales motion have the opportunity to be the strongest internal candidates for expanded sales roles.

What Success Looks Like

• Your sellers add back at least six hours a week of customer-facing time, measured against a calendar baseline we take in your first two weeks.
• Every opportunity in your book meets stage exit criteria before it advances.
• No surprises on forecast calls.
• First-draft pricing proposal delivery to the rep within 48 hours of the request.
• Meeting show rate across your AEs improves quarter over quarter.

Responsibilities

• Maintain and update Salesforce CRM with accurate account, contact, opportunity, and activity data. Find the gaps before a manager does.
• Own the calendar. Send the invite, confirm 24 hours out, chase the no-show the same day, and rebook before the week is over. That covers discovery calls, demos, and follow-up meetings with prospects that the BDR did not create.
• Build the pre-call brief ahead of every first meeting and every executive conversation. Account history, prior call summaries from Gong, open support items, and the regulatory news that matters to that institution.
• Turn the call recording into a follow-up email draft and Salesforce next steps within two hours. The rep edits and sends.
• Maintain the mutual action plan on every committed deal. Update dates and flag missed milestones straight to the rep and their manager.
• Build and maintain the Highspot pages and deal rooms reps share with buyers so nobody rebuilds the same deck a fourth time.
• Pull reporting and prepare forecast call materials for the sales managers. Flag marketing partner referral leads at 15 days open so we can bring the partner back in before day 30. Partners get paid on those deals. We should act like it.
• Keep the forecast packet current between calls so leadership is never working from a stale number.
• Support AE teams with lead assignments and routing.

How We Work

You drive the keyboard. The rep owns the deal. You will get through 20 records in the time a rep would spend on five, and the rep signs off on every stage change. Nobody's pipeline gets updated without them knowing what it says.

What This Role Is Not

• You will not carry a quota, prospect into new accounts, or approve pricing.
• You will not decide whether a deal is qualified or where it belongs in the forecast. Those calls belong to the seller and their manager.
• Your job is to make sure they have the time and the material to make those calls effectively.
• Cold outbound, customer onboarding, renewals, and escalations all sit outside this role.

Requirements

• 1+ year of working knowledge in sales, operations, sales support, a coordination role, or other commensurate work experience.
• Hands-on Salesforce experience required.
• Proficiency across Microsoft 365.
• Strong organizational instincts and the ability to hold several priorities at once without dropping one.
• Clear, direct communication. You will work daily with AEs and weekly with sales leadership.
• A self-starter who spots the gap and closes it before anyone asks.

Preferred Qualifications

• Experience supporting contract administration.
• Experience with sales forecasting tools or automated tracking systems beyond core CRM functionality.
• AI experience and automation tools is preferred, we run on Claude, Gong, and Highspot. If you don't have hands-on exposure to these platforms yet, you should be comfortable learning and adapting quickly.

Core Behaviors We Look For

• Hungry and self-driven, you bring energy and initiative without being asked.
• Humble and coachable, willing to say what you don't know and take course correction.
• Smart in the emotional intelligence sense, able to adapt your approach and work effectively with people who operate differently than you do.
• Innovative, looking for patterns, suggesting improvements, and finding ways to help your reps be more successful.

Benefits

• Responsible PTO Plan that meets or exceeds state and local medical and family leave laws
• 11 paid holidays
• Community and social events to keep you connected and engaged
• Mental Health Benefits
• Medical, Dental and Vision insurance
• Company-paid Group Life Insurance, Short- and Long-Term Disability
• Flexible Spending Account & Health Savings Account
• Aflac Benefits – Critical Illness, Cancer Protection, & Hospital Choice
• Pet Insurance
• 401(k) with company match with eligibility on Day 1 of employment
• 2 Paid Volunteer Time Off Days

Pay

Compensation Range: $55K - $65K