Sales Operations Coordinator (Non-Salesforce)

Position Summary

The Sales Administrator is an internal-facing support role embedded within the Sales team, working closely with Sales Account Managers (SAMs) to keep deal administration, CRM documentation, and billing coordination accurate and current. This role does not interact directly with clients – the SAM owns the client relationship, and the Administrator ensures everything behind the scenes (change orders, credits, CRM hygiene) is processed correctly and on time.

This is an administrative career role, not a stepping stone into an Account Manager position. It's built for someone who genuinely thrives in detail-oriented, process-driven work and wants to grow their career within sales operations and administration. 

About Lime Media

Lime Media operates the largest owned-and-operated mobile LED billboard fleet in the United States, alongside a growing Experiential Marketing (XM) division. We help brands show up where their audience already is, combining mobile out-of-home advertising with live, activation-driven experiences. Our sales organization runs on a disciplined, proactive process, and we're building the infrastructure to match our growth.

Duties/Responsibilities

• Process all change orders and credits internally, ensuring accurate documentation and timely turnaround.
• Serve as the internal point of contact between Billing and Sales on all change order and credit matters.
• Calculate change order adjustments (e.g., overage on materials such as vinyl wrap square footage) using provided pricing guidelines; all final figures are reviewed and approved by the SAM.
• Conduct a weekly CRM hygiene check with each assigned SAM to confirm open opportunities are current and next steps are documented.
• Log all SAM correspondence on Hot opportunities in Salesforce to maintain an accurate activity trail.
• Update the Change Order (O2) card in the CRM whenever a change order or credit occurs. (SAM completes the initial O2 at deal creation; Administrator updates it for all subsequent changes.)
• Track change order and credit status to ensure nothing sits unresolved, flagging aging items to the SAM and Director of Sales.
• Support next-step field compliance across assigned opportunities as part of the team's ongoing CRM hygiene standards.
• Coordinate with Project Management and Activation teams when a change order originates from a scope change on an LED or XM deployment.
• Pull and format basic Salesforce reports for SAMs and sales leadership as requested.
• Maintain organized records/approvals for every change order and credit to support audit accuracy.
• Additional responsibilities may be assigned.

What This Role Is Not

• Not a client-facing position. The Sales Administrator communicates with the seller/SAM; the SAM communicates with the client.
• Not a designated path to becoming a Sales Account Manager. Growth for this role is within sales operations and administrative functions.
• Not a Salesforce Administrator position.  This role uses the company's CRM as an end user and does not include system administration, configuration, automation, or development responsibilities.

Skills & Qualifications

• Extreme organization and follow-through – nothing falls through the cracks.
• Ability to hold a clear pulse on multiple projects and priorities in a given week.
• Basic mathematical and critical-thinking skills – able to calculate overages and pricing adjustments (e.g., square footage-based change orders) accurately.
• Comfortable in a fast-paced, deadline-driven environment.
• Collaborative and flexible; works well across Sales, Billing, and Project Management.
• Strong written communication skills for internal coordination and CRM documentation.
• High attention to detail, especially with financial figures and account records.
• Proficiency within CRM software (as an end user), or strong aptitude to learn quickly.
• Comfortable working with Google Sheets for basic calculations and reporting.
• Discretion in handling sensitive account and billing information.

Preferred Experience

• 1+ years in a sales support, sales operations, or administrative role.
• Prior exposure to CRM platforms (Salesforce preferred).
• Experience in advertising, media, or a project/order-based business is a plus but not required.