Note: The job is a remote job and is open to candidates in USA. Stratus is a market leader in brand implementation and maintenance, helping national brands connect with their customers through signage, branding, site refresh, energy, lighting, repair, and maintenance solutions. The Sales Operations Specialist provides administrative and process coordination support for customer onboarding, vendor registration, RFIs, prequalification, insurance documentation, and customer compliance systems while improving manual and decentralized workflows.
Responsibilities
- Coordinate new customer and vendor setup requirements, including registration forms, general contractor qualifications, AIA-305 forms, prequalification packages, and customer portal submissions
- Gather approved information and supporting documentation from Sales, Operations, Finance, Safety, Risk Management, Legal, Human Resources, and other departments
- Track each request from receipt through completion, following up on missing information, corrections, approvals, and customer deadlines
- Keep Sales and other stakeholders informed of request status, outstanding requirements, risks, and anticipated completion dates
- Manage RFIs, customer questionnaires, and related information requests using Responsive
- Create projects, assign questions to the appropriate subject-matter experts, establish deadlines, and follow up on outstanding responses
- Review completed responses for completeness, consistency, and formatting while coordinating required internal approvals before submission
- Maintain approved responses, supporting documents, and reusable content within the Responsive content library
- Coordinate Certificates of Insurance requests with the company’s designated insurance and Risk Management contacts
- Maintain approved company documentation within GRMS, Avetta, and other customer or contractor compliance systems
- Monitor document expiration dates, renewal requirements, outstanding tasks, and compliance status
- Route specialized questions or exceptions to the appropriate department and coordinate completion without independently interpreting legal, financial, insurance, or safety requirements
- Maintain a centralized master tracker containing request owners, internal contributors, deadlines, current status, outstanding items, and completion dates
- Organize approved company documents, templates, standard responses, and frequently requested information in a centralized location
- Maintain authorized portal user and access records while following company-approved credential-management and information-security practices
- Protect confidential company and customer information and distribute documents only to authorized parties
- Evaluate existing onboarding, RFI, COI, prequalification, and compliance processes to identify gaps, duplication, delays, and unclear ownership
- Partner with key stakeholders to develop more efficient, standardized, and scalable workflows
- Create and maintain standard operating procedures, process maps, templates, checklists, ownership guidelines, and escalation paths
- Track recurring issues and recommend tools, automation, or process changes that improve visibility, accountability, accuracy, and completion time
Skills
- 3+ years of experience in sales support, administrative coordination, customer onboarding, vendor compliance, business operations, or a related role
- Experience working within a large B2B organization and supporting a Sales organization of 30+ employees
- Strong organizational skills, attention to detail, and demonstrated ability to manage multiple requests and deadlines
- Strong written and verbal communication skills, with the ability to coordinate effectively across departments
- Proficiency with Microsoft Office and the ability to learn web-based customer, vendor, compliance, and workflow-management systems
- Associate's or bachelor's degree in Business Administration, Communications, or a related field
- Experience coordinating customer onboarding, vendor registration, RFIs, prequalification packages, COIs, or compliance documentation
- Experience using Responsive, Avetta, GRMS, or similar response-management and compliance platforms
- Experience documenting processes and improving manual or decentralized workflows
Benefits
- Supportive & Friendly Culture
- Medical, Dental, Vision coverage options
- Flexible Spending & Health Savings Accounts
- Company paid Life Insurance
- 401k with Employer Contribution
- Company paid Short/Long Term Disability
- Generous Paid Time Off program + Holidays
- Career Growth Opportunities and Career Mapping
- Pet Insurance
- Employee Assistance Program
- Educational Assistance Program
- Identity Theft Protection
- Critical Illness Plans
- Commuter Benefits
- Various employee discount offerings from our Vendors
Company Overview