Whooster, Inc.

Compensation

Full Description

About Us: We are obsessed with helping organizations get the correct answers they need out of data quickly. At Whooster we never lose sight of how our technology and data helps and protects our citizens and puts the bad guys away. We assist businesses in reducing fraud and risk, which reduces a business’s cost, because we all know when business costs go up, those increases are passed on to the consumer. Come join us at Whooster and help us achieve our mission. Our OWL Intelligence Platform Division is a revolutionary SaaS & Enterprise tool that empowers the public and private sector with comprehensive data management and analysis capabilities. Our unified solution includes Case & Subject Management, Records & Document Management, Data Classification & Retention, ELT Tools, Data Visualization, Information Sharing and Intelligent Process Automation, and much more - all powered by cutting-edge data fusion, file linking, and proprietary algorithms. Position Overview: The Sales Operations Coordinator is responsible for supporting the sales organization by managing sales documentation, maintaining CRM accuracy, monitoring team KPIs, and ensuring smooth sales processes across the organization. This role focuses on ensuring that sales teams have the information, documentation, and tracking tools they need to meet targets. A deep understanding of HubSpot is required. The Sales Operations Coordinator will also provide basic sales support for the VAR program, including distributing sales materials and monitoring account approval requests. This is a full-time, office-based position in our Austin, TX office. You must live within communiting distance to Buda/Austin, Texas. Key Responsibilities: 1. Administrative Support - Prepare and manage sales documents such as templates for quotes, proposals, contracts, and invoices. - Maintain organized records of sales activities, customer interactions, and agreements in HubSpot and PandaDoc. - Handle account applications, NDAs, and pilot agreements. Coordinate with legal counsel to bring contracts to execution. - Handle VAR Agreements. - Ensure sales templates and collateral remain current and consistent across teams. - Support and auditing of sales team expenses. 2. Sales Development Representative & Account Executive Support - Verify that inbound and outbound leads are properly entered, enriched, and routed in HubSpot. - Monitor SDR sequences and AE pipelines for follow-up consistency. - Provide updated collateral (case studies, product sheets, one-pagers) to sales teams. - Support handoff of Pilots and Closed-Won deals to Operations and Implementation. 3. Sales Process Assistance - Assist in preparing sales presentations, slide decks, and product information packets. - Track opportunities across SMA and Enterprise pipelines to ensure timely follow-up. - Maintain reports on sales activity, pipeline health, and free trial activity. - Monitor team KPIs, analytics, and metrics, flagging gaps or risks for the Sales Manager and CSO. ` 4. Order and Contract Management - Coordinate order processing, ensuring accuracy of product/service details, pricing, and terms. - Monitor contract timelines and alert leadership of upcoming renewals or expirations. - Work with legal and operations teams to process NDAs, MSAs, and vendor paperwork. - Maintain a centralized repository of agreements, renewal dates, and compliance obligations. 5. VAR Sales Support (Basic Functions) - Distribute approved sales information, product sheets, and pricing schedules to VARs. - Monitor VAR requests for account approvals and ensure they are logged, tracked, and routed for decision-making. - Support the CEO and CSO by keeping VAR agreements organized and opportunities updated in HubSpot. - Maintain accurate records of VAR-related activities for reporting purposes. 6. Data and Reporting - Generate monthly, quarterly, and annual sales reports to track KPIs across SDR, SMA, Enterprise, and VAR pipelines. - Compare forecasted revenue against actual performance and highlight discrepancies. - Build and maintain HubSpot dashboards for activity tracking and pipeline visibility. - Provide summaries of performance metrics to the Sales Manager, CSO, and CEO. 7. Cross-Department Coordination - Work with Marketing to ensure collateral is current and campaign leads are correctly tagged. - Collaborate with Finance on quote accuracy, billing inquiries, and revenue recognition requirements. - Partner with Operations/Implementation to ensure provisioning is smooth after deals close. - Liaise with Customer Success and Product teams to resolve issues that impact sales opportunities. - Work with Marketing and Tradeshow teams to manage SWAG inventory and tradeshow kits/booths stored at Austin Headquarters. Skills & Qualifications - Strong working knowledge of HubSpot Sales Hub (required). - Experience with PandaDoc or similar contract/document tools preferred. - 2+ years in sales support, sales operations, or sales administration role (SaaS or B2B preferred). - Experience preparing and managing sales documents (quotes, proposals, contracts). - Comfortable monitoring sales metrics and KPIs and reporting findings to leadership. - Proficiency in Excel for supplemental reporting and analysis. - Strong organizational skills with attention to detail. - Excellent written and verbal communication skills. Why Join Whooster? • Be part of a mission-driven organization that supports law enforcement and government agencies in making communities safer. • Comprehensive benefits package, including health insurance, retirement plans, and paid time off. • Opportunities for professional growth and career advancement in a fast-growing company. • Collaborative and supportive work environment in our Buda, TX office. Compensation: • $55,000 - $60,000 annually Whooster is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.