Sales Admin

Position Overview

The Sales Operations Coordinator (aka Sales Admin) owns the accuracy and usefulness of Salesforce for the Trade & Commercial sales team. Salesforce is the system of record for our entire pipeline, and the purpose of this role is to keep that record clean, hold the sales team accountable to it, and turn it into the reporting the business runs on. The role processes and assigns incoming leads, audits account, opportunity, and meeting data on a fixed cadence, builds the reports and dashboards managers rely on, updates the T&C Scorecard daily, and serves as the first point of contact for Salesforce questions across the company.

Salesforce configuration is controlled by Corporate and standardised nationally across the dealer network.

This role does not build automation or make structural changes to the platform; anything structural is requested and tracked through Pella's Salesforce support queue. What this role owns is reporting, data accuracy, process compliance, and the ticket pipeline into Company.

This is a structured, checklist-driven position: the processes are documented, the cadences are fixed, and success is measured on reliability and accuracy. It is a fully remote role working United States Eastern Time business hours.

Key Responsibilities

• Salesforce Leads Processing
• Receive leads from the Business Development Manager, BDR, Pella Corporate, and the showroom, and
• process them into Salesforce accurately and same-day.
• Assign leads in Salesforce as directed by the Business Development Manager.
• Follow up with Sales Reps to confirm leads are actioned, and escalate leads that go untouched past the agreed window.
• Salesforce Data Cleanup Accounts. Run the account audit report to identify duplicates and incomplete or inaccurate records.
• Verify against the company website that name, address, company email, phone, and account type are correct and consistent. Correct what is editable at the record level; package the rest for Company.
• Opportunities by Rep. Audit for: opportunity name matches the street address; architect firm is populated where market segment is Single Family New; project address is present; and close date and probability are current and plausible. Email each Rep a bi-weekly summary of their exceptions.
• Meetings by Rep. Audit for: notes are substantive; meeting type is correctly classified (F2F vs. Meeting); and the meeting was logged within 24 hours. Email each Rep a bi-weekly summary of their exceptions.
• Compliance tracking. Maintain a running rep-level compliance score from these audits and include it in the monthly reporting to management, so persistent exceptions become visible rather than repeating indefinitely.
• Account requests. Handle account requests as they arrive — new account creation, owner changes, and account rank updates — within the same-business-day standard.
• Salesforce Reporting
• Build and maintain custom reports, list views, and dashboards for the sales team, and produce ad hoc reports as requested by sales managers and Reps.
• Schedule recurring report subscriptions and distribute them on the agreed cadence.
• Update the T&C Scorecard daily with the current Salesforce figures, following the fixed format.
• Run and circulate the accountability report set: past-due opportunities, rotting opportunities, key accounts with no activity in the last 30 days, and focused accounts with no activity in the last 90 days.
• Follow up with the responsible Rep on each.

Sales Administration

Serve as first-line support for all Salesforce questions from employees.

Work with Company's Salesforce Admins to process and manage tickets, including mass updates, account

deduplication, and user administration; and distribute any PDSN-wide Salesforce changes from Corporate that apply to our branch.

Draft SOPs and process documentation in cooperation with management, and update them whenever a process change is approved by the Principal.

Process and distribute Construction Monitor permit data weekly per the SOP.

Build Hatch audiences from Salesforce reports according to the Annual Hatch Campaign Plan.

Provide coverage during planned employee absences only: alternate to the Trade BDR for responding to Hatch messages, and alternate to the CSR for order confirmations and job bookings. This is absence coverage only, not routine.

Qualifications

2+ years working daily in Salesforce as a power user or administrator — report and dashboard building, custom report types, list views, and data import discipline.

Demonstrated experience cleaning up a messy production CRM database.

Advanced Excel: pivot tables, lookups, and reconciling data across systems.

Strong written and verbal English. This role communicates directly with U.S. sales reps daily and writes process documentation.

High attention to detail and genuine comfort with repetitive, precision-dependent work.

Treats data accuracy as a matter of professional pride, and follows through on the boring recurring work without being reminded.

Ability to work United States Eastern Time business hours consistently, Monday through Friday.

Reliable remote work setup required: a quiet, dedicated workspace; high-speed internet with a backup

connection; backup power sufficient to cover outages during scheduled hours; and a computer capable of running CRM software.

Salesforce Certified Administrator is a plus, but not required.

Experience in construction, building products, manufacturing, or another project-driven B2B business is a plus, but not required.

Familiarity with sales engagement or SMS platforms (e.g., Hatch) is a plus, but not required.