DentistFind

DentistFind, a leading Canadian marketing technology company with 15 years of experience, is seeking a highly organized and proactive Sales Operations Coordinator. This senior, hands-on role is critical to building a scalable sales operating system within a fast-paced, founder-led environment. The ideal candidate will bring structure to the sales process, maintain CRM accuracy, drive cross-team follow-through, and transform scattered information into clear priorities and actions. This position supports pipeline visibility, reduces the CEO’s need for status reconstruction, and strengthens overall sales operations.

Key Responsibilities
- Daily Sales Operations Oversight: Monitor warm leads, active opportunities, appointments, and overdue tasks to maintain an accurate sales picture. Identify stalled or conflicting items and ensure proper ownership.
- CRM Accuracy & Pipeline Hygiene: Keep CRM records up to date with deal stages, ownership, tasks, dates, and notes. Flag inconsistencies without assuming missing information.
- Meeting Follow-Through & Action Tracking: Convert meetings and updates into structured action items with owners and deadlines. Follow up persistently to ensure completion and early risk identification.
- Weekly Reporting & Decision Support: Prepare concise pipeline and activity reports highlighting appointments, proposals, objections, bottlenecks, and performance against benchmarks. Explain anomalies and items needing management attention.
- Cross-Functional Handoffs: Coordinate smooth transitions between Sales, Marketing, Client Success, and other teams, confirming acceptance of handoffs.
- Sales Process Implementation: Develop and refine CRM workflows, deal tracking, and follow-through procedures that the team can adopt and use consistently.
- Sales Quality Improvement Support: Organize coaching evidence, objection trends, and call reviews to provide structured insights for sales leadership.
- Documentation & Knowledge Preservation: Capture workflows, reporting definitions, and process exceptions to reduce reliance on verbal knowledge and enable backup coverage.
- Escalation & Risk Visibility: Identify and escalate issues such as overdue follow-ups, unclear ownership, or reporting inconsistencies with factual context and recommendations.
- AI-Enabled Administrative Support: Utilize AI tools like ChatGPT to summarize notes, draft documentation, and organize information, verifying accuracy independently.
- Other Duties: Perform additional tasks and projects as assigned.

Required Qualifications
- Bachelor’s degree in Business Administration, Sales, Marketing, Operations, Communications, or related field.
- 3–5 years of relevant experience in sales operations, coordination, or commercial/project support roles with demonstrated ownership of workflows or operational systems.
- Proven CRM and pipeline management skills, including maintaining deal stages, task tracking, and data hygiene.
- Strong understanding of B2B sales processes, including lead management, qualification, proposals, and handoffs.
- Excellent written communication skills for clear, concise reporting and internal documentation.
- Critical thinking and judgment to distinguish facts from assumptions, identify missing information, and escalate risks appropriately.
- Highly organized, self-directed, and dependable with strong follow-through abilities.
- Ability to build and improve practical workflows, SOPs, and task management systems.
- Proficiency with Google Workspace, CRM platforms, project management tools, and AI applications for documentation and workflow support.
- Experience coordinating cross-functionally without constant managerial intervention.
- Integrity, discretion, and professionalism handling sensitive information.
- Comfortable working fully remote with required Eastern Time overlap and time-tracking accountability.

Preferred Qualifications and Benefits
- Experience in B2B sales operations within marketing agencies, SaaS, healthcare, or dental-related industries.
- Background supporting founder-led sales environments requiring active structure and prioritization.
- Hands-on CRM improvement and reporting experience.
- Familiarity with appointment-setting workflows, objection tracking, and sales support.
- History of working effectively with international remote teams and adapting communication styles.
- Practical use of AI tools for summarization and documentation with quality control.
- Experience creating SOPs, checklists, and templates adopted in real work environments.
- Exposure to lead management, onboarding, and client handoff processes.
- Relevant certifications in sales operations, CRM administration, project management, or process improvement are a plus.

DentistFind offers a fast-paced, innovative remote work environment with a collaborative global team spanning nine countries. The role provides opportunities for professional growth, impact on dental practice success, and participation in a culture driven by data, agility, integrity, and continuous improvement. Competitive compensation and potential performance bonuses are offered. Work hours are Monday to Friday, 7.5 hours daily, within Eastern Standard Time with flexible shift options. The company uses a time-tracking tool to ensure accountability.

Join DentistFind to help build reliable sales systems that drive measurable outcomes and support the growth of dental practices worldwide.