Sales Operations Coordinator

About PhoenixDX

PhoenixDX is an AI-augmented digital transformation consultancy specialising in enterprise software delivery, modernisation, and customer-centric digital experiences. We combine modern engineering, AI-assisted delivery, human-centred design, and strategic consulting to help organisations transform complex systems and processes.

We work across government, enterprise, and regulated industries. We're on a rapid growth path from 100 to 200+ people, and that growth demands sharp operational foundations. This role sits right at the heart of them.

The opportunity

We're looking for a Sales Operations Coordinator to be the operational backbone of our commercial function. You'll work directly with the Sales Director to keep the engine running: clean CRM data, coordinated proposals, smooth deal handoffs, and the kind of proactive follow-through that lets our Customer Managers focus on winning and growing accounts rather than chasing paperwork.

 

This isn't a role where everything is neatly defined from day one. We're a fast-growing consultancy with smart, ambitious people and a genuine need for someone who thrives in that environment. Someone who doesn't need perfect conditions to get things done, and who sees a messy process as an invitation to make it better.

 

What you'll do

Your week will revolve around keeping our commercial pipeline accurate, proposals moving, and cross-functional handoffs clean. Concretely, you will:

 

CRM hygiene & pipeline visibility

• Own HubSpot data quality: audit deal records daily, enforce data entry standards, and follow up on gaps so the pipeline is always decision-ready.
• Prepare and validate pipeline data ahead of forecasting cycles and leadership reviews, giving the Sales Director a clear, accurate picture before every meeting.
• Proactively flag inconsistencies you spot. If something doesn't look right, say so.

Proposal & document coordination

• Coordinate the end-to-end proposal process: assembling documents from templates, ensuring version control, tracking timelines, and making sure nothing falls through the cracks.
• Maintain traceability between sizing sheets, Statements of Work, and CRM records so that what we promise matches what we've scoped.
• Own the proposal repository and ensure all contracts and signed documents are properly stored and linked to deal records.

Deal governance & close-out

• Prepare materials and data packs for deal review forums so the Sales Director walks in ready to coach.
• Run the deal close-out workflow: verify signed SOWs, purchase orders, correct dates, and all required documentation before handoff.
• Coordinate smooth deal-to-delivery transitions with the Delivery team, tracking completion and resolving gaps.

Cross-functional coordination

• Work closely with Finance to support deal pricing, discount management and quarterly commission calculations (including revenue and gross margin tracking).
• Collaborate with Delivery Ops to support delivery governance and sales to delivery traceability requirements.
• Collaborate with Marketing on campaign tracking and CRM funnel data accuracy.
• Support Analytics & Reporting with consistent data inputs for KPI dashboards and executive reporting.
• Keep a productive cadence with Customer Managers, checking in on pipeline status, helping them stay up to date in HubSpot, and removing small blockers before they become big ones.

Who you are...

Experience & skills

• 2-4 years in a Sales Operations, Revenue Operations, Sales Administration, or similar B2B coordination role.
• Hands-on HubSpot experience managing deals, properties, and workflows, with a genuine focus on data accuracy.
• Confident drafting and managing business documents: SOWs, proposals, contracts. You understand that a document is a commitment, not just a file.
• Comfortable with Excel/Sheets for reporting, data validation, and building simple dashboards.
• Skilled in ensuring the adoption of standard operating procedures, with a focus on continuous improvement
• Ideally, experience automating workflows
• Experience collaborating across multiple functions (Sales, Finance, Delivery, Marketing) in a fast-moving environment.

The mindset that will make you successful here

• You're a runner, not a spectator. You take ownership of a process and keep it moving, rain, hail or shine.
• You're comfortable in ambiguity. Not every process is perfectly defined yet, and you don't freeze when that's the case.
• You have a continuous improvement mindset. You run what exists, but you also notice what could be sharper and suggest it.
• You're collaborative, not territorial. You work with people across the business, not around them.
• You're proactive with information. When you spot something that doesn't look right, you raise it rather than wait to be asked.
• You're organised and reliable. When you commit to tracking something, it gets tracked.

Nice to have

• Experience in a professional services, consulting, or IT services company.
• Familiarity with configure-price-quote (CPQ) concepts or approval workflows.
• Exposure to enterprise procurement, contract management, or deal desk environments.
• Working knowledge of project delivery processes and handoff documentation.

Why PhoenixDX

• You'll work directly with senior leadership and have real visibility across the business.
• Your work has a tangible impact. Clean data, smooth proposals, and fast handoffs directly enable revenue.
• We're at an exciting growth stage: the processes you help run today will be the foundations the next 100 people build on.
• We invest in our people through a culture that rewards initiative, ownership, and continuous learning.
• Remote working, a collaborative team, and a genuinely interesting portfolio of work across government, enterprise, and regulated industries.