Sales Operations & CRM Coordinator

If you’re interested in applying for ACLM’s Sales Operations & CRM Coordinator (remote) position, please ensure your cover letter is included with your uploaded resume. Submissions without a cover letter will not be considered.

Reports to: Director of Partnerships

Starting Salary Range: $47,000–$52,000

Department: Impact

Summary:

The Sales Operations & CRM Coordinator plays a critical role in supporting the growth, organization, and operational effectiveness of ACLM's Impact team. This position serves as the primary administrator and steward of HubSpot CRM, ensuring all partnership, sponsorship, grant, enterprise, academic, and strategic opportunities are accurately tracked, prioritized, and advanced through the sales pipeline.

The Coordinator will support prospecting efforts, lead nurturing, outreach campaigns, renewals, revenue forecasting, reporting, and sales process optimization. By maintaining strong pipeline visibility and operational discipline, this role enables team members to focus on relationship development, strategic partnerships, and revenue generation while ensuring leadership has accurate data to inform decision-making.

This position is ideal for an individual who is highly organized, detail-oriented, analytical, proactive, and passionate about building scalable systems that support organizational growth.

Key Responsibilities:

CRM Administration & Data Management

• Serve as the primary administrator for HubSpot CRM for the Impact team.
• Maintain accuracy, consistency, and completeness of all contact, company, deal, and activity records.
• Ensure opportunities are properly assigned, categorized, and updated.
• Monitor deal progression and stage movement across the pipeline.
• Establish and maintain CRM standards, governance, and data quality processes.
• Create and manage workflows, automations, dashboards, reports, and templates.
• Conduct regular audits to identify missing information, duplicates, outdated records, and inactive opportunities.

Pipeline & Opportunity Management

• Maintain visibility across all partnership, sponsorship, grant, enterprise, implementation, and strategic opportunities.
• Monitor pipeline health and identify opportunities requiring follow-up or intervention.
• Ensure every active opportunity includes: Assigned owner, Next action step, Expected close date, Estimated value, Deal stage, Probability of close
• Track opportunity movement and identify stalled or at-risk deals.
• Support regular pipeline review and opportunity prioritization meetings.
• Coordinate internal handoffs and communication throughout the opportunity lifecycle.

Prospecting & Lead Generation

• Research and identify prospective organizations aligned with ACLM's strategic priorities.
• Build and maintain target account lists and prospect databases.
• Identify key stakeholders and decision-makers within prospective organizations.
• Support outreach efforts through market research and lead qualification.
• Assist with inbound lead management and routing.
• Maintain lead scoring methodologies and prioritization processes.

Outreach & Lead Nurturing

• Draft and support multi-touch outreach campaigns for prospective partners and customers.
• Coordinate email sequences, follow-up campaigns, and engagement activities.
• Support re-engagement of dormant opportunities and inactive leads.
• Collaborate with marketing and program teams to align messaging and outreach efforts.
• Track engagement metrics and recommend improvements to campaign performance.

Forecasting, Reporting & Analytics

• Maintain sales and partnership forecasting data.
• Prepare monthly, quarterly, and annual pipeline reports.
• Monitor forecast accuracy and revenue projections.
• Develop dashboards and key performance indicators for leadership review.
• Analyze pipeline trends, conversion rates, and opportunity progression.
• Provide insights and recommendations based on data and performance trends.

Key reporting areas may include:

• Pipeline health
• Opportunity volume and value
• Conversion rates by stage
• Revenue forecasts
• Lead source effectiveness
• Outreach and engagement metrics
• Renewal and expansion opportunities

Sales Operations & Process Improvement

• Develop and document standard operating procedures related to sales and partnership activities.
• Improve consistency and efficiency across opportunity management processes.
• Support implementation of new CRM functionality, technologies, and workflows.
• Identify operational bottlenecks and recommend process improvements.
• Ensure alignment between business development, implementation, marketing, and customer experience activities.
• Assist with departmental planning, resource allocation, and performance tracking.

Partnership & Revenue Growth Support

• Support proposal development, contract tracking, and opportunity administration.
• Coordinate internal activities required to advance opportunities through the sales cycle.
• Track contract terms, renewal schedules, reporting milestones, other relationship milestones and expansion opportunities. Assist in developing strategic account plans for priority organizations.
• Support initiatives designed to improve lead conversion, shorten sales cycles, and increase revenue generation.

Qualifications:

Required

• Bachelor's degree or equivalent professional experience.
• Experience with CRM platforms, preferably HubSpot.
• Strong organizational, project management, and communication skills.
• Demonstrated ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft Office and reporting tools.
• Strong attention to detail and commitment to data accuracy.

Preferred

• Experience supporting sales, partnerships, business development, or fundraising functions.
• Experience with marketing automation and email campaigns.
• Experience creating dashboards, reports, and performance metrics.
• Knowledge of nonprofit, healthcare, professional association, or membership-based organizations.

Core Competencies

• Organization & Time Management
• CRM & Database Management
• Data Analysis & Reporting
• Revenue Forecasting
• Process Improvement
• Communication & Collaboration
• Problem Solving
• Customer Service Orientation
• Strategic Thinking
• Accountability & Follow-Through

Success Measures:

Success in this role will be demonstrated through:

• High CRM data accuracy and completeness
• Increased visibility into pipeline performance
• Accurate revenue forecasting
• Timely follow-up and opportunity advancement
• Improved lead nurturing and conversion
• Consistent and actionable leadership reporting
• Greater operational efficiency across the Impact team
• Improved coordination and execution across departments

Work Schedule & Environment:   

• This is a full-time remote position. Team members must have a reliable internet connection and be available during core business hours.  
• Some flexibility in schedule may be required to meet organizational needs across time zones.  
• Occasional travel (up to 1–2 times per year) may be required for partner meetings, convenings, or conferences.
• The position requires extended periods of computer use in a home-office environment. The organization provides access to necessary software and systems; employees are responsible for maintaining a professional workspace and reliable connectivity.  
• The team collaborates primarily through virtual tools (e.g. Teams, Asana, etc.); regular participation and prompt communication are expected.  

Compensation & Benefits:   

• This is a full-time, exempt position.  
• Salary range: $47,000–$52,000, commensurate with experience and qualifications.  
• ACLM offers a comprehensive benefits package that includes:  
• Medical, dental, and vision insurance, health savings account, and life insurance  
• Retirement plan with employer contribution  
• Paid time off (vacation, sick, and holidays)  
• Paid parental leave  
• Professional development opportunities  
• Remote work flexibility  
• ACLM is an equal opportunity employer and values diversity in its workforce. We encourage applicants from all backgrounds to apply.