Marketing & Sales Ops Coordinator

About the Role

We're looking for a highly organized, analytically minded Marketing & Sales Operations Coordinator to sit at the intersection of pipeline growth, process efficiency, and sales enablement. This role is critical to how we find, pursue, and close new business — and to how our sales and marketing teams stay aligned, accountable, and moving fast.

You'll own our RFP operations, coordinate the lead generation engine across both site and sponsor verticals, keep HubSpot running as the source of truth for our team, and act as a strategic operator ensuring nothing falls through the cracks between marketing, sales, and 3rd party partners.

Key Responsibilities

Sales Support & Pipeline Growth

• Partner with leadership to develop and maintain a sales planning cadence — translating goals into pipeline targets, coverage strategies, and prioritization frameworks
• Identify gaps in pipeline coverage and proactively flag risks or opportunities
• Build and maintain reporting that gives leadership clear visibility into pipeline health, conversion rates, and forecast accuracy
• Assist with onboarding new sales reps, provisioning tools, creating logins, and running process walkthroughs
• Coordinate on behalf of sales team members with Legal and Finance on deal documentation, revisions, and review
• Pull and distribute weekly sales metrics and pipeline reports
• Support sales leadership in metric organization for bi-weekly leadership updates, organization-wide report outs, and board meetings

RFP Process Ownership

• Coordinate the RFP presentation, crafting the storyline, integrating previous responses, facilitating new information inputs, and supporting the sales lead through submission.
• Own and manage AI agents that support the RFP process — including prompt development, agent training, quality review workflows, and continuous improvement of AI-generated outputs
• Build and refine an RFP knowledge base so institutional knowledge compounds over time

Lead Generation

• Support lead generation activities across both site and sponsor verticals
• Partner with external agency on campaign strategy, audience targeting, and target list evolution
• Identify, evaluate, and coordinate with external lead generation vendors and executors, as applicable
• Conduct initial lead research to qualify and enrich prospect lists before they enter the sales workflow
• Maintain a consistent feedback loop between lead gen activity and sales outcomes to sharpen targeting over time

HubSpot Management

• Maintain data hygiene in our CRM (HubSpot), including deduplication, field updates, and territory assignments
• Partner with external agency to audit, build, and enforce data entry standards and systems of accountability for data inputs from the sales team, including contact records, deal stages, activity logging, and notes
• Partner with external agency to and manage workflows that track and drive lead progression through the funnel, with clear ownership and follow-up protocols
• Build and update reports and dashboards that give leadership visibility into pipeline, activity, campaign attribution, conversion metrics, and forecast
• Prepare executive summaries and recommended next steps from reporting, presented to leadership and the sales team on a regular cadence
• Maintain data hygiene in our CRM (Salesforce/HubSpot), including deduplication, field updates, and territory assignments
• Audit and enforce data entry standards across the sales team
• Build and update reports and dashboards that give leadership visibility into pipeline, activity, and forecast

Event Support

• Partner with the Events Manager to support lead generation components of event execution, including pre-event logistics, attendee and prospect coordination, post-event follow-up workflows, and lead capture integration into HubSpot

Process & Documentation

• Document sales and marketing processes so they're repeatable, scalable, trainable, and improvable
• Identify and implement tools or automations that reduce manual work and increase team throughput

Ad Hoc Sales & Marketing Support

We are a small team flexing to support all growth efforts together. Additional requests may include attending events and client presentations, prospecting potential customers, capturing / contributing to content for sales collateral, and more.

What We're Looking For

• A self-starter eager to learn more about the sales and marketing engine that fuels a start-up and confident to take on activities that move the needle on key sales metrics
• Comfortable in undefined processes. As we mature in our procedures, there will be opportunities to define workflows and requirements to execute outcomes without a defined path for completion
• Hands-on HubSpot experience, including managing records and reporting and with interest in learning more about workflows and pipeline management (HubSpot certification a plus)
• Comfort working with AI tools
• Strong written communication skills — capable of drafting RFP responses, executive summaries, and client-facing materials
• Highly organized with a bias for building systems over one-off fixes
• Comfortable working cross-functionally, managing up, communicating proactively, and follow through
• Experience working with external agencies or vendors is a plus
• Familiarity with B2B sales cycles and lead generation is a plus