Sales Operations Assistant

Why we’re hiring

We need a reliable Sales Ops Assistant to support the Sales Director and sales reps by managing HubSpot daily activity, running sales + outbound shipment reports, inputting orders, following up on payments, and checking customer credit availability/limits in QuickBooks. This role is execution-heavy and data-driven: accuracy, follow-through, and strong spreadsheet/reporting skills matter.

Reporting line

● Works closely with: Sales Director, Sales Reps, Accounting/AR, Warehouse/Shipping,

Core Responsibilities (Day-to-Day)

HubSpot + Sales Support

● Maintain HubSpot hygiene: contacts/companies, deal stages, tasks, notes, activity logging ● Support sales reps daily: confirm tasks are completed, follow up on stuck deals, ensure next steps are assigned

● Create/assign tasks and reminders for reps; monitor completion and escalate gaps to Sales Director

Reporting & Analysis (Sales + Shipments)

● Run and deliver daily/weekly reports to leadership

: ○ Sales performance (by rep, customer, SKU-level where applicable)

○ Pipeline/deal stage health and aging

○ Money due / incoming payments status (working with AR/accounting)

○ Outbound shipments reporting (what shipped, what’s pending, exceptions)

● Merge/export data from multiple systems (CRM, WMS exports, accounting exports) into clean summaries

● Provide improvement suggestions based on trends (process bottlenecks, reporting gaps, follow-up quality, etc.)

Orders, Payments, and Credit

● Input orders accurately (per established process) and validate key details

● Reach out to customers for payment requests/follow-ups (professional communication) ● Use QuickBooks to check:

○ outstanding balance / money due

○ credit limits / credit availability

○ payment status signals to coordinate with Sales + AR

● Maintain a daily “money due + follow-up” tracker and ensure each rep is aligned

Cross-functional coordination

● Coordinate with Warehouse/Shipping for outbound shipment updates and exceptions

● Coordinate with Accounting/AR for payment status, holds, credit issues

● Compile clear updates for leadership without needing repeated clarification

Required Skills & Experience (Must-Have)

Tools & Data

● Strong Excel or Google Sheets skills:

○ pivot tables, lookups, filters, conditional formatting

○ cleaning messy exports, de-duplication, matching keys (SKU/customer/order #)

○ basic charting and summary tables

● Experience working with CRMs (HubSpot preferred; Salesforce/Zoho acceptable)

● Comfortable working from system exports (CSV/Excel) from CRM/WMS/accounting tools

● Strong attention to detail: high accuracy in order entry + reporting

Work style / Professional traits

● Proactive and self-directed: can learn systems with minimal training and ask smart questions

● Business common sense: avoids bad assumptions; escalates risks early

● Clear written English (daily updates, customer follow-ups, internal summaries)

● Reliable follow-through and ability to manage recurring daily checklists

Preferred / Nice-to-Have

● HubSpot power user (workflows, custom properties, reporting dashboards, deal pipelines)

● QuickBooks experience (Online or Desktop) especially around AR/credit checks

● Familiarity with WMS/3PL reporting concepts (shipments, holds, backorders, exceptions)

● Basic SQL or API familiarity (not required, but helpful if we later automate reporting)

● Prior experience supporting a US-based sales team (overlap hours, cadence, urgency)

Working Hours & Expectations

● Onsite Role based in Pakistan

● Must provide overlap with US Central time (example: 2–4 hours overlap daily), plus independent work time

● Daily cadence:

○ PK time: reporting + follow-up queue prep

○ Overlap window: rep check-ins + escalations + live coordination

Interview Screening Checklist (What to test)

1) Spreadsheet/Reporting Task (take-home or live)

Give them a sample CSV export set (sales orders + shipments + payments) and ask them to: ● Build a pivot summary by rep + customer + SKU

● Flag overdue payments and produce a “follow-up today” list

● Produce a simple outbound shipments status summary (shipped/pending/exceptions) Pass criteria: correct pivots, clean formatting, logical grouping, low error rate.

2) HubSpot practical scenario questions

● “A deal has been stuck in the same stage for 14 days—what do you do?”

● “How would you structure daily tasks for 6 reps and ensure completion tracking?”

● “What fields/properties do you need to reliably report by SKU and customer?”

3) Credit/payment judgment scenario

● “Customer wants an order released today but has unpaid invoices—how do you check this and who do you inform?”

● “What data do you need before requesting payment from a customer?”

4) Communication test

● Ask them to write:

○ a short customer payment follow-up message

○ a short internal escalation update to Sales Director Pass criteria: clear, professional, direct, no confusion.

Job Type: Full-time

Pay: Rs80,000.00 - Rs150,000.00 per month

Work Location: In person