Sales Support Administrator

About CAP Index 

For over 35 years, CAP Index has been the industry leader in crime risk forecasting. Our data-driven solutions help some of the largest brands, financial institutions, and organizations in the world make informed decisions about safety, security, and risk management. We are expanding our sales team and looking for a motivated, entry-level professional eager to launch a career in sales and business development. 

Position Overview
CAP Index is seeking a highly organized, detail-oriented Sales Support Administrator to support our sales, operations, and finance functions. This role plays a critical part in ensuring a smooth customer experience—from order processing through fulfillment—while supporting internal coordination across teams. The ideal candidate is a proactive self-starter who is comfortable managing multiple priorities, learning new systems, and working closely with both clients and internal stakeholders.

CRM & Pipeline Management

• Maintain CRM data quality, integrity, and overall system hygiene
• Monitor pipeline activity and identify missing information, stalled opportunities, process gaps, and reporting inconsistencies
• Conduct routine audits of sales records, contacts, accounts, opportunities, and activities
• Ensure sales opportunities are progressing through the CRM in accordance with established sales processes
• Support forecasting efforts through accurate pipeline tracking and reporting
• Assist sales leadership in maintaining pipeline governance and stage discipline

Sales Reporting & Analytics

• Create and maintain recurring sales reports, dashboards, and performance metrics
• Analyze historical sales activity, trends, conversion rates, and pipeline performance
• Identify patterns, opportunities, bottlenecks, and areas for improvement
• Assist leadership with quarterly planning, sales reviews, and forecasting initiatives
• Support the development and maintenance of KPI scorecards and sales performance reporting

Sales Administration & Order Management

• Prepare, process, and track customer order forms and agreements
• Manage DocuSign workflows and contract execution processes
• Perform preliminary reviews of customer purchasing requirements, legal terms, and onboarding documentation
• Coordinate internally to ensure smooth order processing and customer onboarding
• Maintain pricing records, sales documentation, and internal reference materials
• Serve as a resource to sales team members regarding sales processes, pricing, forms, and procedural questions

Team Coordination & Sales Enablement

• Organize sales meetings, team reviews, and planning sessions
• Prepare meeting agendas, capture notes, document action items, and coordinate follow-up activities
• Help maintain sales playbooks, process documentation, and internal knowledge resources
• Support onboarding and training of new sales team members
• Assist with development and maintenance of sales content, templates, and operational resources

Technology & Process Improvement

• Utilize CRM (Zoho), Microsoft 365, Teams, DocuSign, AI tools, and other business platforms to improve productivity and efficiency
• Leverage tools such as ChatGPT and AI-assisted technologies to streamline administrative tasks, reporting, documentation, and workflow management
• Identify opportunities to automate repetitive tasks and improve business processes
• Assist with implementation and adoption of new sales technologies and operational initiatives

Qualifications & Skills

Required

• Bachelor's degree or equivalent professional experience
• 3+ years of experience in sales operations, sales administration, business operations, project coordination, or related roles
• Strong proficiency with CRM systems such as Zoho, Salesforce, HubSpot, or Microsoft Dynamics
• Advanced Microsoft Office skills, particularly Excel, Teams, Outlook, Word, and PowerPoint
• Exceptional organizational and time-management abilities
• Strong analytical and problem-solving skills
• Ability to manage multiple priorities with minimal supervision
• Excellent written and verbal communication skills
• High attention to detail and commitment to accuracy
• Demonstrated ability to learn and adapt to new technologies quickly

Preferred

• Experience supporting B2B sales organizations
• Experience building reports, dashboards, and KPI tracking tools
• Familiarity with sales forecasting and pipeline management
• Experience with DocuSign or contract management platforms
• Working knowledge of AI tools such as ChatGPT, Microsoft Copilot, or similar technologies
• Experience creating process documentation, workflow diagrams, or standard operating procedures

Characteristics of Success

The ideal candidate is:

• Highly organized and process-oriented
• Naturally curious and analytical
• Comfortable working with data and technology
• Proactive and self-directed
• Able to identify problems before they become issues
• Confident communicating with leadership and sales professionals
• Committed to maintaining accuracy, consistency, and accountability
• Focused on continuous improvement and operational excellence

Reporting Structure

This position reports directly to the Director of Sales and serves as a dedicated member of the sales organization, supporting sales leadership, account management, and business development efforts.