The Sales Operation Specialist role provides administrative, technical, and operational assistance to the Sales Team to ensure the smooth execution of sales activities. This position plays a key role in coordinating sales documentation, client communications, business proposal preparation, sales enablement materials, and internal coordination to support revenue generation and customer satisfaction.

Key Responsibilities

1. Sales Operations & Enablement Support

• Assist the Sales Team in preparing business proposals, quotations, contracts, and sales presentations.
• Maintain and update client databases, sales trackers, and lead monitoring tools.
• Monitor sales pipelines, lead status, and follow-up schedules.
• Coordinate with internal departments (Operations, Finance, HR, and Technical Teams) to support sales requirements.
• Create and produce product and solution video demonstrations for client presentations and internal training.
• Develop step-by-step user guides and instructional materials for products, systems, and solutions.
• Design and prepare marketing brochures, quick-start guides, and sales enablement materials.
• Create, maintain, and update Terms of Reference (TOR), scope of work documents, project briefs, and related documentation.

2. Business Proposal & Sales Support

• Assist in the preparation, formatting, and submission of business proposals, project proposals, and bid documents.
• Coordinate with stakeholders to gather requirements, pricing, scope of work, and supporting documents for proposals.
• Prepare presentation materials and proposal decks for client meetings and presentations.
• Support lead generation, client prospecting, and sales initiatives.
• Participate in client meetings, product demonstrations, and business presentations when required.
• Assist the Sales Team in identifying business opportunities and maintaining client relationships.

3. Client Coordination

• Serve as a point of contact for client inquiries related to documentation, scheduling, and coordination.
• Assist in arranging client meetings, demonstrations, and presentations.
• Ensure timely responses to client requests and proper escalation when necessary.

4. Documentation & Reporting

• Prepare sales reports, weekly status updates, and performance summaries.
• Manage sales-related documentation, including contracts, MOAs, NDAs, TORs, and onboarding documents.
• Ensure proper filing, version control, and confidentiality of business information.

5. Administrative & Logistics Support

• Coordinate logistics for client visits, demonstrations, and business meetings.
• Support procurement and documentation of sales-related expenses and reimbursements.
• Assist in billing endorsements and coordinate with Finance regarding invoicing requirements.

6. Process Improvement & Team Support

• Support the implementation of sales tools and internal processes.
• Recommend process improvements to enhance sales efficiency and customer experience.
• Assist in onboarding and training new sales personnel.
• Perform other duties that may be assigned by management from time to time.

Qualifications

• Bachelor's Degree in Business Administration, Marketing, Management, Information Technology, or a related field.
• 1–3 years of experience in Sales Support, Customer Service, Documentation, Administrative, Business Development, or related roles.
• Strong organizational, communication, presentation, and time management skills.
• Proficient in Microsoft Office applications (Excel, Word, PowerPoint).
• Basic graphic design, video editing, or multimedia skills are an advantage.
• Experience in preparing business proposals, quotations, project proposals, or bid documents is an advantage.
• Strong written and verbal communication skills.
• Comfortable interacting with clients and business partners.
• Open to handling sales-related responsibilities and participating in business development activities.
• Willing to conduct client presentations and assist in sales meetings when required.
• Experience in B2B sales, account management, or lead generation is an advantage.
• Ability to work independently and collaboratively in a fast-paced environment.