Sales Operations Administrator in Vestavia Hills, Alabama at RAMPART IC LLC

This position is remote, but preferred applicants will live in the Birmingham, AL area for occasional workdays inside the home office.

JOB OVERVIEW:

The Sales Operations Administrator is a critical support hub for our entire commercial organization from the Chief Revenue Officer to regional sales managers to field representatives. The Sales Operations Administrator provides high-level administrative, operational, and analytical support to the commercial leadership team, with primary support to the Chief Revenue Officer (CRO) and additional support to sales leadership as needed. This role coordinates key sales team processes, meetings, calendars, travel, presentations, conferences, and team engagement activities while also supporting sales reporting, The Sales Operations Administrator will also proactively identify and correct CRM data gaps, enforce data standards, support commission accuracy, coordinate sales team communication, and help our sales organization operate at full speed. The position requires a highly organized professional who can manage executive-level administrative details, work confidently in Excel and PowerPoint, pull and interpret sales reports, identify trends in business data, and communicate information clearly to support effective decision-making across the sales organization. The Sales Operations Administrator will be the engine that keeps our Salesforce.com data clean, accurate, and trustworthy so our leadership team can make fast, informed decisions.

JOB RESPONSIBILITIES AND DUTIES:

• Pull and distribute standard Salesforce.com reports on pipeline activity, territory performance, account status, and sales goal tracking as directed by sales leadership.
• Review distributed reports for data anomalies, missing inputs, or inconsistencies — surface issues to sales leadership with context and suggested next steps.
• Use Microsoft Excel to organize, reconcile, and summarize sales data, including formulas, pivot tables, lookups, and filtering.
• Assist with commission and incentive reporting by gathering data from Salesforce, maintaining trackers, validating inputs, and supporting timely and accurate communication to the sales team.
• Prepare ad hoc data pulls, summaries, and administrative materials as requested by sales leadership.

• Support planning and coordination of regional sales meetings, national sales meetings, training sessions, and leadership meetings — including agendas, materials, logistics, attendee coordination, and post-meeting follow-up.
• Coordinate meeting schedules, prepare agendas, track action items, and follow up with appropriate stakeholders to drive completion.
• Assist in the preparation of PowerPoint presentations, meeting decks, performance summaries, and leadership updates.
• Support sales team communication by preparing updates, organizing materials, and distributing information to field representatives and sales management.
• Assist with onboarding support related to Salesforce.com processes, CRM data standards, reporting expectations, and meeting materials as needed.

• Own the day-to-day health of Salesforce.com data across customer accounts, contacts, opportunities, territory assignments, pipeline stages, and sales activity records.
• Proactively audit CRM records on a regular cadence to identify missing, outdated, or inconsistent data — and take action to correct it without waiting to be asked.
• Establish and enforce data entry standards and workflows so that information is captured consistently and accurately across the sales team.
• Partner with sales representatives and managers to resolve data gaps, coach on proper CRM usage, and reduce recurring data quality issues.
• Monitor Salesforce.com compliance across the field sales team — flag patterns of non-compliance to sales leadership and recommend corrective actions.
• Coordinate with sales operations and finance to ensure CRM data accurately reflects deal status, territory coverage, and account ownership for reporting and commission purposes.
• Support configuration of Salesforce.com workflows, fields, and views as directed — escalate technical changes to the appropriate system administrator.
• Serve as the internal point of contact for CRM data questions from the sales team, sales management, and cross-functional partners.

• Consistently model the core values of the company both internally and externally.
• Openly commit to and support company processes, systems, and the Quality System compliance requirements.
• Partner with finance, marketing, customer service, and operations to support sales administration and reporting needs.
• Maintain confidentiality and proper handling of sensitive business, customer, compensation, commission, and healthcare-related information.
• Flex to meet the evolving needs of a growing commercial organization.

• Any other duty as required by supervisor.

Key Metrics

QUALIFICATIONS / EDUCATION AND EXPERIENCE:

REQUIRED:

• 2–4 years of experience in sales administration, sales operations, sales coordination, or commercial sales support.
• Hands-on Salesforce.com experience required — including building and running reports, managing records, updating opportunity data, and maintaining data quality.
• Demonstrated track record of owning CRM data hygiene: identifying gaps, correcting inconsistencies, and driving compliance across a sales team.
• Strong proficiency in Microsoft Excel, including formulas, pivot tables, lookups, filtering, and basic data reconciliation.
• Proficiency in Microsoft PowerPoint, including preparation and formatting of meeting decks, charts, and performance summaries.
• Experience in medical device, capital equipment, healthcare, life sciences, diagnostics, or a similarly complex and regulated sales environment.
• Strong organizational skills, attention to detail, follow-through, and the ability to manage competing priorities independently in a fast-paced environment.
• Ability to work autonomously without heavy direction — identifying what needs to be done and doing it.
• Professional communication skills and ability to work effectively with field sales representatives, sales leaders, finance, and cross-functional partners.
• Ability to maintain confidentiality and exercise discretion with sensitive business, compensation, customer, and employee information.

PREFERRED:

• Experience supporting capital equipment sales, including familiarity with multi-step deal stages, longer sales cycles, equipment financing or leasing, and high-value B2B sales processes.
• Bachelor’s degree in Business, Marketing, Communications, Finance, Analytics, or a related field; equivalent experience considered.
• Experience with commission or incentive tracking, compensation reporting, or sales performance processes.
• Familiarity with Salesforce.com administration basics: managing fields, views, workflows, or user records.
• Experience supporting regional or national sales meetings, training events, or commercial leadership meetings.

ADDITIONAL DESIRABLE QUALIFICATIONS SKILLS AND KNOWLEDGE:

• Ability to anticipate sales team needs, remove administrative friction, and proactively solve problems before they escalate.
• Comfort working with changing priorities, tight deadlines, and confidential information in a lean, high-growth company.
• Familiarity with GPO, IDN, or hospital systems purchasing dynamics as they relate to capital equipment sales.
• Experience creating or maintaining recurring dashboards, trackers, or performance summaries.
• Strong proofreading, document formatting, and presentation preparation skills.
• Knowledge of commercial sales processes, CRM workflows, customer/account data standards, and sales reporting practices.

PHYSICAL ACTIVITIES

The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this position.

• Regularly required sitting, standing, and walking for prolonged periods of time.
• Full range of body movements including use of hands and fingers to operate computer equipment and peripherals; occasional bending, reaching, lifting, and crouching.
• Ability to read detailed reports, spreadsheets, dashboards, CRM records, and computer screens for extended periods of time.

MENTAL REQUIREMENTS

• Administrative Judgment: Must be able to manage sales administration responsibilities, prioritize competing requests, and follow through on time-sensitive items without daily oversight.
• Analytical: Must be able to review CRM data, identify inconsistencies and trends, and summarize information accurately for sales leadership.
• Problem Solving: Must be able to identify CRM data gaps, reporting issues, scheduling conflicts, and business support needs — and initiate solutions.
• Relational: Must be able to work effectively with individuals across multiple departments and levels of the organization, including field sales representatives.
• Communication: Must be able to read, write, and communicate clearly and professionally in both written and verbal formats.
• Judgment: Must be able to handle confidential and sensitive information with discretion.
• Planning: Must be able to prioritize multiple assignments and complete work accurately within deadlines.

LIAISON

• Serves as the primary operational and CRM data resource for the Head of Sales Operations, sales management, and field sales team.
• Uses diplomacy and tact in obtaining information, clarifying CRM data needs, coordinating meetings, and following up with internal stakeholders.
• Helps facilitate alignment between sales leadership and cross-functional partners on CRM data quality, commission support, reporting, meeting preparation, and sales team communication.

WORKING CONDITIONS

• Work is generally performed in an office or remote office environment.
• Work may require occasional early morning or late afternoon meetings to support business needs across time zones.
• Travel may be required for regional sales meetings, national sales meetings, training events, or team meetings, including occasional overnight or weekend travel.
• Work may involve tight deadlines during month-end, quarter-end, forecast cycles, commission cycles, and meeting preparation periods.
• Must be comfortable operating in a fast-paced, lean environment where priorities can shift quickly and initiative is expected.