About ProSearch Strategies, LLC
At ProSearch, we believe our clients deserve a partner that is as committed to their growth and innovation as they are. Our team of passionate problem-solvers, industry thought leaders, and trusted advisors works together to help clients achieve extraordinary outcomes. As ProSearch continues to expand its influence in the legal technology and eDiscovery sector, the Sales Operations Specialist will strengthen the systems, processes, and operational support that help our teams work efficiently, adapt to changing needs, and deliver a consistent client experience.
POSITION OVERVIEW: The Sales Operations Specialist supports the day-to-day systems, processes, data quality, reporting, and administrative activities that enable the sales and marketing teams to operate efficiently. This role administers sales tools, prepares reports and forecasts, coordinates information needed for estimates, proposals, and RFP responses, and helps ensure that operational tasks are completed accurately and on time. Working across sales, marketing, finance, product development, client services, and client partnerships, the Sales Operations Specialist promotes consistent workflows, reliable data, continuous improvement, and effective execution. The role is centered on internal operations, process support, and sales enablement, partnering with the appropriate teams to support strategic initiatives, business development activities, data quality, and client relationship management.
RESPONSIBILITIES:
- Monitor sales data and key performance metrics to identify data quality issues, process bottlenecks, pipeline trends, and other operational risks; coordinate with the appropriate data owners to resolve issues and improve completeness and accuracy.
- Design, build, and maintain recurring sales reports, dashboards, and forecasts by defining reporting requirements, identifying and mapping source data, integrating information across systems, validating data and calculations, documenting assumptions and reporting logic, and delivering accurate information to the sales team and management on established schedules.
- Administer and maintain sales tools, systems, and processes, including CRM data standards, lead routing, pipeline records, and contract workflows. Document procedures, monitor adoption and effectiveness, troubleshoot issues, and coordinate continuous improvements with system owners as business needs and technology capabilities evolve.
- Create and maintain user guidance and provide operational support for sales tools, reports, and established workflows. Coordinate onboarding and refresher training as systems, processes, or user needs change, and update enablement materials as technology capabilities evolve.
- Develop and maintain sales operations procedures, workflow documentation, and data standards. Monitor adherence and effectiveness, identify improvement opportunities, and coordinate updates as workflows, systems, technology capabilities, or business requirements change.
- Track recurring sales operations tasks, deadlines, approvals, and dependencies; follow up with responsible stakeholders and escalate delays or data issues that may affect timely execution.
- Facilitate the RFP response process by coordinating timelines and required inputs across relevant business teams, maintaining response materials, tracking approvals, and supporting the seller in completing and submitting responses on time.
- Coordinate the collection, organization, and validation of requirements and supporting information needed to prepare price estimates, proposals, and other sales materials.
- Support the processing, routing, and tracking of new leads generated by marketing and strategic partners by coordinating required information, confirming ownership assignments, and helping maintain visibility into follow-up status for the sales team.
QUALIFICATIONS (KNOWLEDGE, SKILLS, AND EXPERIENCE):
- At least 3 years of experience in sales operations, revenue operations, business operations, or a related role, preferably within legal technology, eDiscovery, B2B SaaS, or a professional services environment.
- Strong organizational and time management skills, with excellent attention to detail and the ability to manage competing priorities, dependencies, and deadlines.
- Strong technical proficiency with sales operations and reporting tools, e.g. Salesforce, Power BI, Loopio, and ZoomInfo (or similar).
- Demonstrated experience designing reports and dashboards, defining and mapping data fields, integrating information across systems, and troubleshooting reporting logic is required; experience with sales forecasting, proposal management, or workflow automation tools is preferred.
- Strong end-user proficiency with Microsoft 365 applications used for day-to-day collaboration and productivity, including Excel, PowerPoint, Word, Teams, Outlook, and SharePoint.
- Excellent written and verbal communication skills, including the ability to document procedures, prepare clear reports and sales materials, provide user guidance, and follow up effectively with cross-functional stakeholders.
- Able to collaborate professionally with internal stakeholders and participate in client-facing activities when operational coordination or process support is required.
- Strong analytical and problem-solving skills, with the ability to investigate data and process issues, identify root causes, coordinate resolution with appropriate stakeholders, and recommend practical improvements.
- Proactive and adaptable, with a continuous improvement mindset and the ability to learn new technologies, respond to changing operational needs, and keep sales processes, documentation, and user guidance current.
- Bachelor’s degree in business, marketing, or a related field, or an equivalent combination of education and relevant experience.
- Flexibility to support team members working across all U.S. time zones, including adjusting the work schedule as business needs require.
- Ability to travel occasionally as business needs require.
