Sales Operations Specialist

General Description:

The Sales Operations Specialist is responsible for supporting the sales, business development, and client experience functions of Stella Vista Verde Ranch. This position serves as the operational backbone of the sales process by managing lead tracking, CRM administration, reporting, contract coordination, event bookings, customer communications, and business analytics. The role works closely with ranch leadership, marketing, and operations teams to ensure a seamless customer journey from inquiry through booking and post-event follow-up.

The ideal candidate is highly organized, data-driven, customer-focused, and capable of managing multiple priorities in a fast-paced hospitality and ranch environment.

Essential Duties and Responsibilities:

Sales and Lead Management:

• Manage incoming sales leads and inquiries from approved channels.
• Maintain accurate customer and prospect records in the company CRM or designated tracking system.
• Track lead activity, pipeline status, follow-up dates, and booking progress.
• Coordinate property tours, client appointments, and sales meetings.
• Prepare proposals, presentations, price sheets, and follow-up communications.

Sales Operations and Administration:

• · Prepare recurring sales, booking, pipeline, and revenue-support reports for leadership.
• · Maintain sales procedures, templates, calendars, files, and supporting documentation.
• · Assist with pricing updates, packages, promotions, and availability information.
• · Coordinate contracts, agreements, invoices, deposits, and required sales documentation with the appropriate internal teams.
• Audit sales records for accuracy, completeness, and timely follow-up.

• Coordinate with ranch operations and event personnel to communicate confirmed client requirements.
• Support pre-event planning, onsite client service, and post-event follow-up as assigned.
• Document customer feedback and route service concerns to the appropriate leader.
• Maintain professional and timely communication with prospects, clients, partners, and vendors.
• Research prospective corporate, group, event, and partnership opportunities.
• Maintain sales and event calendars and support trade shows or client-facing events as needed.
• Analyze sales activity and identify process or service improvement opportunities.
• Develop reports addressing bookings, lead conversion, proposal activity, response times, and customer trends. ·
• Recommend practical workflow improvements that increase efficiency, data quality, and customer satisfaction.
• Perform other related duties as assigned by management.

Education, Certifications/License, Work Experience, Software Requirements:

• ·Associate's degree in business administration, sales, marketing, hospitality management, communications, or a related field preferred; equivalent experience may be considered.
• Two or more years of experience in sales operations, sales support, hospitality sales, event sales, customer success, or a related function preferred.
• Experience using a CRM or another structured sales pipeline tracking system preferred.
• ·Strong organizational, customer service, written communication, and time-management skills.
• Ability to manage multiple priorities, maintain detailed records, and meet deadlines.
• Ability to analyze information and prepare clear, accurate reports.
• Proficiency with Microsoft 365 applications, including Excel, Outlook, Word, PowerPoint, and Teams.
• Experience in hospitality, venues, events, tourism, agriculture, or ranch operations is helpful.
• Bilingual English/Spanish communication skills are helpful.
• Ability to travel as needed. This role may require regular travel to attend tradeshows, sales events, and meetings with key customers. The frequency and duration of travel will vary based on business needs.

Physical Requirements:

• ·This role can be remote, requiring residence within a reasonable distance from Bexar, Medina, and Castroville counties or hybrid, requiring office attendance 3+ days weekly, Monday through Friday, if your primary residence is within a 50-mile radius of PKB Inc.’s Headquarters, 8727 Shoal Creek Blvd, Austin, TX.
• Regularly travel to attend tradeshows and sales events and, if remote, Stella Vista Verde Ranch and PKB Inc.’s Headquarters as needed using various modes of private and commercial transportation as management approves.
• Ability to operate office equipment requiring repetitive hand movement and fine coordination (such as a computer, keyboard, and mouse) while constantly viewing a monitor.
• Flexible with interruptions, extensive people contact and communication,
• Ability to stand or sit for extended periods and occasionally stoop, bend, kneel, crouch, reach, and twist.
• Must lift, carry, push, and pull light to moderate weight (up to 25 lbs.).
• Excellent verbal and written communication skills are essential to exchange information effectively.

This job description summarizes the primary duties and requirements of the position. It is not intended to contain every duty or responsibility. Duties may change based on business needs. Nothing in this job description alters the at-will employment relationship.