Sales Operations Specialist (remote from anywhere)

Sales Operations Specialist (remote from anywhere)

• Location: Remote (Work from Home)
• Schedule: Monday–Friday, 9:00 AM–6:00 PM (PST, CST, EST) |
• Compensation: $1,250 USD/month first 90 days, $1,500 USD/month after

About Us

We support U.S.-based contractors and operators — real businesses spending real money to buy lead flow, with real crews in the field and real revenue on the line every single day.

Yes, you'll build estimates, chase proposals, lock in site visits, and keep a CRM clean.

But the real business we are in is speed.

Every lead that waits three days for a callback is a homeowner who already booked with the competitor who called in ten minutes. Every proposal sitting unsigned for two weeks is a job quietly dying in someone's inbox. Every missed site visit is a crew standing around and a customer losing trust. Every pipeline that looks full on paper but is actually dead leads nobody woke up is money the business already paid to generate — and lost anyway.

That is what this role is for.

We are hiring a Sales Operations Specialist who owns speed-to-lead, estimate support, and pipeline discipline so that no revenue opportunity slips through.

This is a remote role through ScaleSource. It is not a "wait for someone to assign me a task" job. You own the entire lead-to-signature pipeline so that estimators and sales reps stay focused on closing instead of chasing paperwork.

If you need to be told every step, this is not the role.

If a lead sitting untouched for an hour makes you uncomfortable, and you chase an unsigned proposal without being asked twice, you may be exactly who we need.

The Big Picture

Our standard is simple:

Every lead gets a fast response. Every estimate goes out right. Every proposal gets chased until it is signed or dead.

If a lead comes in, it gets contacted within minutes, not hours. If an estimate is requested, the packet is accurate, complete, and out the door on time. If a proposal goes quiet, it gets followed up — not filed away and forgotten. If the CRM says a job is "in progress," it actually is.

We do not need someone who says, "I think I followed up on that quote."

We need someone who says:

"Contacted 14 new leads today, all inside the response window. Sent 6 estimate packets, chased 9 unsigned proposals, revived 2 dormant leads, locked in 5 site visits, and every stage in the pipeline matches reality."

That is the difference.

Role Mission

Your mission is to make sure the business wins the jobs it already paid to find.

You are the engine between "lead came in" and "contract signed." You handle the speed, the accuracy, and the follow-through so the sales team can handle the closing.

You will work across the CRM, phone, email, and calendar to make sure leads get touched fast, estimates go out clean, proposals get pushed to a decision, and nothing dies of neglect.

You are not just supporting sales.

You are protecting the revenue.

What You'll Own

1. Speed-to-Lead and Follow-Up

You will own the response to every inbound lead and estimate request.

You will be responsible for:

• Contacting every inbound lead within the target response window — minutes, not hours
• Making outbound calls, callbacks, and follow-ups without being chased to do it
• Responding fast enough that the business wins the job before a competitor even calls back
• Tracking every touchpoint so no lead falls through the cracks between first contact and close
• Working the follow-up cadence every day, not when you get around to it

A lead that waits is a lead that's gone. Not sometimes. Every time.

2. Estimate and Proposal Support

You will build the packets that turn interest into signed work.

You will be responsible for:

• Building estimate packets, proposals, job notes, and pipeline updates
• Keeping estimates accurate and consistent so the sales team and the customer both trust the number
• Sending proposals promptly and tracking them through to signature
• Catching errors before they go out — wrong scope, wrong price, wrong customer details
• Keeping templates and pricing references current so accuracy scales

An estimate with a wrong number does more damage than no estimate at all.

3. Scheduling and Coordination

You will keep the calendar real.

You will be responsible for:

• Locking in appointments, site visits, estimate reminders, and proposal send-outs
• Confirming appointments before they happen so crews and estimators don't drive to no-shows
• Rescheduling cleanly when plans change — and making sure the customer knows
• Keeping the calendar tight enough that estimators and sales reps show up prepared and on time

A calendar full of unconfirmed site visits is not a schedule. It is a guess.

4. Pipeline Revival

You will wake up the money that is already sitting in the pipeline.

You will be responsible for:

• Chasing unsigned proposals until they are signed or confirmed dead
• Re-engaging dormant leads with structured outreach, not one half-hearted email
• Treating a quiet lead as an opportunity to re-engage, not a lost cause to write off
• Reporting honestly on what is alive, what is dying, and what is dead

The cheapest lead the business will ever get is the one it already paid for.

5. CRM and Job-Management Discipline

You will keep the system clean enough that anyone can pick up a deal cold.

You will be responsible for:

• Keeping CRM / job-management statuses, notes, and next steps accurate and current
• Logging every meaningful contact so the next person is not starting from zero
• Creating follow-up tasks with owners and due dates
• Making sure pipeline reports are trustworthy because the data underneath them is
• Making sure information lives in the system, not in your head, your notebook, or a text thread

If it is not in the CRM, it did not happen.

Our Core Values and Mindset

We care a lot about fit. Skills matter, but mindset matters more.

1. Speed Is the Job

A lead that waits is a lead that's gone. We need someone who feels genuine urgency when a lead sits untouched — and responds fast, every time, without being told.

2. Own It

Ownership means the problem does not have to be your fault for it to become your responsibility. An unsigned proposal is not someone else's problem to eventually follow up on — it is yours until it is closed or confirmed dead. You do not get to say, "I sent it to them" and wash your hands of it.

3. Document It or It Didn't Happen

CRM notes and pipeline stages need to reflect reality, not what you remember. Every call, every promise, every next step. Written down, tagged, dated, owned. We are not running a business on memory.

4. Communicate Early and Honestly

Bad news early is useful. Bad news late is expensive. If a lead is going cold, say it. If an estimate is delayed, flag it before it becomes a lost deal. If you made a mistake on a number, own it immediately — before it reaches the customer.

5. Accuracy Under Pressure

Fast and wrong is worse than slow. The job is fast and right — correct numbers, correct scope, correct customer details, even on a heavy day. If volume makes you sloppy, this is not your seat.

6. Make the Company Better

We are not hiring you to maintain broken systems. If the follow-up cadence isn't working, the CRM setup is clunky, or the estimate template keeps causing errors, speak up and help fix it.

What Success Looks Like

You are winning in this role if:

• Every inbound lead gets contacted within the target response window, without exception
• Estimate packets and proposals go out accurate and on time
• Dormant leads and unsigned proposals get revived and pushed toward a decision
• CRM / job-management data stays clean enough that pipeline reports are trustworthy
• Appointments and site visits run smoothly because scheduling never slips
• Sales reps and estimators spend their time selling, not chasing paperwork
• Nothing important is living only in a text thread or someone's memory
• The pipeline number the owner sees is a number they can believe

Requirements

Required Qualifications

Please do not apply unless you meet these requirements.

• 2+ years in inside sales, service coordination, dispatch, estimating support, or contractor office support
• Sustained volume experience: 50+ lead follow-ups per week or 20+ proposals/quotes per month — this must be demonstrable, not estimated
• 2+ years hands-on with ServiceTitan, Jobber, Housecall Pro, Buildertrend, HubSpot, or a similar CRM / job-management platform
• Supported $100k+/month in pipeline activity tied to quoting or bidding
• Fluent written and spoken English at a professional, customer-facing level
• Must pass a live call simulation and written accuracy exercise at 85%+
• Professional home office setup and reliable internet
• Willing to undergo the required training assessment as part of the recruitment process
• Must be available Monday–Friday, 9:00 AM–6:00 PM in PST, CST, or EST

Preferred Qualifications

These are not all required, but they are a big plus.

• Experience in home services, construction, or contractor-based industries
• Experience improving a follow-up cadence or CRM pipeline structure
• Experience with U.S.-based customers or U.S.-based companies
• Experience reviving dormant pipelines or win-back campaigns
• Conversational Spanish

Tools You May Use

You do not need to know all of these, but you need to be tech-comfortable and able to learn quickly.

• ServiceTitan, Jobber, Housecall Pro, Buildertrend, HubSpot, or similar CRM / job-management platforms
• Gmail / Google Workspace
• Google Sheets / Excel
• Phone / VoIP systems (e.g., RingCentral, Aircall)
• Slack, WhatsApp, or other internal messaging tools
• Zoom / Google Meet
• Scheduling and calendar systems

If learning a new tool stresses you out, this is probably not your seat.

Who This Role Is Perfect For

This role is perfect for someone who:

• Feels physically uncomfortable when a lead sits untouched
• Chases an unsigned proposal without being asked twice
• Takes pride in a quote being right the first time
• Gets satisfaction from a clean pipeline where every stage matches reality
• Can hold high volume without losing accuracy
• Is direct on the phone without being pushy
• Notices when a number looks wrong before it goes out the door
• Wants exposure to how real U.S. contractors run and scale

Who This Role Is NOT For

This role is not for someone who:

• Waits to be assigned tasks
• Treats follow-up as optional once the first email is sent
• Sends estimates without double-checking the numbers
• Leaves CRM stages and notes vague or outdated
• Writes off a quiet lead instead of re-engaging it
• Gets rattled on live calls
• Needs a manager checking in hourly
• Writes sloppy English

This is a high-urgency ownership seat. You will have systems and support, but you must bring speed, accuracy, and follow-through.

Benefits

Schedule

Remote, supporting U.S.-based contractors and operators. Monday–Friday, 9:00 AM–6:00 PM (PST, CST, or EST). Your assigned time zone will be confirmed during the interview process.

Compensation

$1,250 USD/month for the first 90 days. $1,500 USD/month after.

Benefits:

• Better Role Matching — you are placed where you can actually perform and grow, not just fill a seat
• Real Upside — strong performers unlock raises, long-term stability, and future opportunities
• Work With U.S. Operators — direct exposure to franchise owners focused on growth and execution
• Real Ownership — your work directly impacts operations. Less bureaucracy, more responsibility from day one
• Multi-Location Exposure — work across multiple franchise locations and learn how scalable operations actually run