*This role is located on-site in Williamsville, NY so candidates should reside in the surrounding areas*
Valmar Holdings is a fast-growing ecosystem of financial technology companies, including Valmar Merchant Services, TotalityLMS, and Credit Deployment Services. Across our businesses, we build and deliver technology-driven solutions that move money, support financial services, and help our clients operate in complex and evolving markets.
Valmar Merchant Services provides payment processing solutions to high-risk and emerging markets. We operate with urgency, expect ownership, and value people who see what needs to happen next and make it happen. We are looking for a Sales Operations Coordinator who will help keep our sales organization moving - improving execution, removing bottlenecks, strengthening process discipline, and ensuring opportunities progress from first conversation through close and onboarding.
This is not a traditional administrative support role. You will work closely with the Director of Sales and the broader sales team as an operational partner - owning details, coordinating next steps, maintaining accurate sales data, driving follow-up, and helping the team move faster and more effectively. The right person is highly organized, commercially minded, resourceful, and comfortable operating in a fast-paced environment where priorities move quickly and follow-through matters.
What You Will Own
- Keep sales opportunities moving by tracking next steps, open items, client commitments, internal dependencies, and deadlines through close and onboarding.
- Maintain accurate, complete, and current CRM data across leads, opportunities, client interactions, pricing, forecasts, and sales activity so leadership can make informed decisions quickly.
- Participate in client and prospect meetings alongside sales leadership, capture action items, and ensure commitments are followed through internally and externally.
- Proactively contact clients and prospects to obtain missing information, answer routine questions, coordinate documentation, and prevent avoidable delays in the sales process.
- Partner with the Sales Operations Manager and other sales team members to identify bottlenecks, anticipate needs, and remove administrative or operational friction that slows down revenue-generating activity.
- Coordinate across Compliance, Accounting, Marketing, Customer Success, and other internal teams to support smooth deal progression, client onboarding, and timely delivery of services.
- Build, document, and continuously improve sales operations processes, workflows, templates, and systems that increase efficiency, consistency, visibility, and speed.
- Use technology, automation, and AI tools to reduce manual work, improve follow-up, strengthen data quality, and make the sales organization more scalable.
- Provide timely, accurate information to leadership regarding pipeline activity, outstanding items, forecasts, and risks that may impact a deal or client relationship.
- Dive into problems, determine what is blocking progress, and coordinate the people and information needed to reach a resolution rather than simply escalating the issue.
- Respond to customers, sales leadership, and internal partners with urgency and professionalism, including occasional needs outside standard business hours when business-critical matters arise.
- Understand and adhere to the Company's risk and regulatory standards, policies, and controls, and appropriately escalate risk-related issues to management.
What Success Looks Like
- Nothing important falls through the cracks. Commitments, follow-ups, documentation, and next steps are visible and driven to completion.
- The sales team spends more time selling because you help remove operational friction and keep the details organized behind the scenes.
- CRM and pipeline information can be trusted. Leadership has accurate visibility into what is moving, what is stalled, and what needs attention.
- You do not wait to be told every next step. You anticipate needs, identify gaps, and take ownership of moving work forward.
- Processes get better over time because you continuously look for smarter, faster, and more scalable ways to operate.
- Clients experience a responsive, organized, high-accountability sales process from initial conversation through onboarding.
What We Are Looking For
- 1+ years of experience in sales operations, sales support, business operations, account coordination, executive support, customer operations, or another high-volume environment requiring strong follow-through and organization.
- Exceptional attention to detail and organizational discipline, with the ability to manage multiple active priorities without losing sight of commitments or deadlines.
- Strong working knowledge of CRM systems and comfort learning new sales technology, workflow tools, automation platforms, and AI-enabled tools.
- A proactive, ownership-oriented mindset. You look ahead, anticipate what will be needed, and act before an issue becomes a blocker.
- Strong critical-thinking and problem-solving skills with the judgment to determine what can be solved independently and what needs escalation.
- Clear, professional written and verbal communication skills with the confidence to interact with clients, sales professionals, and senior leaders.
- Ability to prioritize effectively and work with urgency in an environment where priorities can shift quickly.
- Comfort with accountability, direct feedback, and measurable expectations in a high-performance culture.
- Associate degree or higher preferred; equivalent relevant experience will also be considered.
This Role Is Not a Fit If
- You need frequent direction, reminders, or follow-up from others to stay on top of commitments and deadlines.
- You prefer a narrow, predictable scope of work and are uncomfortable when priorities shift or multiple urgent needs compete for attention.
- You view CRM updates, documentation, follow-up, and process discipline as administrative busywork rather than critical parts of moving revenue forward.
- Your first instinct is to escalate a problem rather than investigate it, identify the blocker, and help drive a solution.
- You are uncomfortable with high accountability, direct feedback, measurable expectations, or responding with urgency when the business requires it.
- You are resistant to adopting new technology, automation, or AI tools that can make work faster, smarter, and more scalable.
