Sales Operations Assistant

Job OverviewWe are hiring a detail-oriented and reliable Sales Operations Assistant to support the sales, billing, and client operations functions at Reputation Resolutions, a leading online reputation management company. This is a focused, execution-driven role ideal for someone who is organized, proactive, and thrives on keeping processes running smoothly in a fast-paced, remote environment.
In this role, you will be responsible for preparing and sending client service agreements, managing inbound lead communications, supporting the billing and invoicing process, and ensuring timely follow-up across sales operations workflows. You will work closely with the sales team, account managers, and leadership to ensure that client-facing documents are accurate, leads are responded to promptly, and billing inquiries are handled with professionalism.
The ideal candidate has native-level English fluency, strong attention to detail, and is comfortable working independently with tools like Monday.com, HubSpot, and cloud-based agreement and billing platforms. You should be someone who takes ownership of your work, follows documented processes precisely, and communicates clearly with both internal teams and clients.
Key ResponsibilitiesService Agreement Management
Create, review, and send client service agreements using established Monday.com automation workflows and templates.

Ensure all agreement details are accurate before sending to clients.

Coordinate with the sales team to prioritize and turn around agreements quickly after verbal closes.

Manage Qwilr-based agreement configurations, including toggling navigation settings and applying correct templates.

Support the transition to updated agreement workflows as automation processes are refined.

Track agreement turnaround times and maintain organized records of all sent and signed agreements.

Lead Scheduling & Outbound Communication
Review inbound website leads, assess their needs, and enroll them into the appropriate email or SMS sequences in HubSpot.

Monitor and respond to leads in the Instantly inbox that require manual replies when the AI bot cannot handle the response.

Ensure timely follow-up with all inbound leads and maintain a high standard of written communication in all outreach.

Support the sales team by scheduling qualified leads for consultations and ensuring no leads fall through the cracks.

Billing & Invoice Support
Follow up on outstanding invoices via phone and email and ensure billing platforms remain accurate and up to date.

Respond to client billing inquiries with professionalism, researching historical communication and payment data as needed to resolve issues.

Support the collections workflow by tracking overdue accounts and coordinating payment plan proposals with leadership.

Process and track freelance invoices and maintain vendor records (W9/W8 status, payment methods, banking info).

Maintain a recurring calendar of billing cycles and financial deadlines.

Who You AreDetail-oriented & reliable. You follow processes precisely, double-check your work, and take pride in accuracy.

Independent & proactive. You manage your time well, take initiative, and don't wait to be told what to do next.

A strong communicator. You write clear, professional, and polished correspondence in English — both with clients and internal teams.

Organized & efficient. You can juggle multiple priorities (agreements, leads, billing) and keep everything moving without dropping the ball.

Discreet & trustworthy. You understand the importance of handling sensitive billing and client data with care and confidentiality.

Tech-savvy. You're comfortable learning and navigating tools like Monday.com, HubSpot, Qwilr, Instantly, ChargeOver, and Google Workspace.

RequirementsNative-level English fluency (written and verbal) is required.

1–2+ years of experience in an administrative, sales support, billing, or virtual assistant role.

Proficiency in Google Workspace (Docs, Sheets, Gmail, Calendar) and comfort learning new software tools quickly.

Experience with CRM platforms (HubSpot preferred), project management tools (Monday.com preferred), or agreement/proposal platforms is a strong plus.

Demonstrated ability to handle sensitive data, manage multiple priorities, and deliver consistent results independently.

Strong written communication skills with the ability to draft professional, client-facing correspondence.

Reliable internet connection and a dedicated, distraction-free remote workspace.

Nice to HaveFamiliarity with online reputation management, review removal, or digital marketing services.

Experience with billing platforms such as ChargeOver or QuickBooks.

Experience with outbound sales tools like Instantly or similar lead engagement platforms.

Comfort with AI-powered tools and willingness to incorporate them into daily workflows.