Sales Support Administrator

Sales Support Administrator

Position Overview
CAP Index is seeking a highly organized, detail-oriented Sales Support Administrator to support our sales, operations, and finance functions. This role plays a critical part in ensuring a smooth customer experience—from order processing through fulfillment—while supporting internal coordination across teams.

• The ideal candidate is a proactive self-starter who is comfortable managing multiple priorities, learning new systems, and working closely with both clients and internal stakeholders.

CRM & Pipeline Management

• Maintain CRM data quality, integrity, and overall system hygiene
• Monitor pipeline activity and identify missing information, stalled opportunities, process gaps, and reporting inconsistencies
• Conduct routine audits of sales records, contacts, accounts, opportunities, and activities
• Ensure sales opportunities are progressing through the CRM in accordance with established sales processes
• Support forecasting efforts through accurate pipeline tracking and reporting
• Aid sales leadership in maintaining pipeline governance and stage discipline

Sales Reporting & Analytics

• Create and maintain recurring sales reports, dashboards, and performance metrics
• Analyze historical sales activity, trends, conversion rates, and pipeline performance
• Identify patterns, opportunities, bottlenecks, and areas for improvement
• Aid leadership with quarterly planning, sales reviews, and forecasting initiatives
• Support the development and maintenance of KPI scorecards and sales performance reporting

Sales Administration & Order Management

• Prepare, process, and track customer order forms and agreements
• Manage DocuSign workflows and contract execution processes
• Perform preliminary reviews of customer purchasing requirements, legal terms, and onboarding documentation
• Coordinate internally to ensure smooth order processing and customer onboarding
• Maintain pricing records, sales documentation, and internal reference materials
• Serve as a resource to sales team members regarding sales processes, pricing, forms, and procedural questions

Team Coordination & Sales Enablement

• Organize sales meetings, team reviews, and planning sessions
• Prepare meeting agendas, capture notes, document action items, and coordinate follow-up activities
• Help maintain sales playbooks, process documentation, and internal knowledge resources
• Support onboarding and training of new sales team members
• Aid with development and maintenance of sales content, templates, and operational resources

Technology & Process Improvement

• Utilize CRM (Zoho), Microsoft 365, Teams, DocuSign, AI tools, and other business platforms to improve productivity and efficiency
• Leverage tools such as ChatGPT and AI-assisted technologies to streamline administrative tasks, reporting, documentation, and workflow management
• Identify opportunities to automate repetitive tasks and improve business processes
• Aid with implementation and adoption of new sales technologies and operational initiatives

Required Qualifications & Skills

• Bachelor's degree or equivalent professional experience
• 3+ years of experience in sales operations, sales administration, business operations, project coordination, or related roles
• Strong proficiency with CRM systems such as Zoho, Salesforce, HubSpot, or Microsoft Dynamics
• Advanced Microsoft Office skills, particularly Excel, Teams, Outlook, Word, and PowerPoint
• Exceptional organizational and time-management abilities
• Strong analytical and problem-solving skills
• Ability to manage multiple priorities with minimal supervision
• Excellent written and verbal communication skills
• High attention to detail and commitment to accuracy
• Demonstrated ability to learn and adapt to new technologies quickly

Preferred Experience

• Supporting B2B sales organizations
• Building reports, dashboards, and KPI tracking tools
• Familiarity with sales forecasting and pipeline management
• Experience with DocuSign or contract management platforms
• Working knowledge of AI tools such as ChatGPT, Microsoft Copilot, or similar technologies
• Experience creating process documentation, workflow diagrams, or standard operating procedures

Characteristics of Success

• Highest level of organization and process orientation
• Naturally curious and analytical
• Comfortable working with data and technology
• Proactive and self-directed
• Able to identify problems before they become issues
• Confident communicating with leadership and sales professionals
• Committed to maintaining accuracy, consistency, and accountability
• Focused on continuous improvement and operational excellence

Reporting Structure

This position reports directly to the Director of Sales and serves as a dedicated member of the sales organization, supporting sales leadership, account management, and business development efforts.