Sales Operations Coordinator

Full Time

Company Overview

DentistFind is a leading marketing technology company based in Canada, with 15 years of expertise in empowering dental practices across the globe. Our mission is to facilitate seamless and sustainable growth for dental practices through our innovative PracticeFuel platform, which leverages data-driven digital marketing strategies and cutting-edge technology solutions. By focusing on increasing patient acquisition and retention, DentistFind provides a stable and prestigious work environment that offers opportunities for growth and international exposure.
Our comprehensive approach combines advanced technology with personalized consultation, equipping dental professionals with the tools and guidance necessary to achieve their goals. The intuitive platform delivers real-time notifications, actionable reports, and performance reviews, while our expert consultants offer tailored training and support. This focus on ease of use and collaboration allows dental practices to concentrate on delivering exceptional patient care, ensuring steady growth and success in the ever-evolving dental industry.

Why Join DentistFind?

At DentistFind, we believe in clarity over complexity, extreme ownership, and building systems that scale. As a rapidly growing dental marketing and technology partner, we empower dental practices with data-driven strategies, cutting-edge tools, and a relentless focus on measurable outcomes. Join us to be a part of a team that values innovation, efficiency, and client success.

Job Overview

DentistFind is looking for a highly organized, analytical, and proactive Sales Operations Coordinator to help build a dependable, scalable sales operating system. This is not a passive administrative role. It is a senior, hands-on coordination role for someone who can bring structure to a fast-moving founder-led sales environment, maintain CRM accuracy, drive follow-through across teams, and turn scattered information into clear priorities, ownership, and action.
The right person will help strengthen the company’s sales process, improve visibility into pipeline performance, and reduce the CEO’s need to reconstruct status from multiple chats, meetings, and records.

Key Responsibilities

Daily Sales Operations Oversight: Review warm leads, active opportunities, appointments, overdue tasks, and next actions to maintain a clear and accurate daily sales operating picture; identify stalled, unowned, or conflicting items and ensure they are routed to the correct owner.

CRM Accuracy & Pipeline Hygiene: Maintain reliable CRM records by updating deal stages, ownership, tasks, dates, notes, and source links; flag missing, inconsistent, or contradictory information rather than filling gaps with assumptions.

Meeting Follow-Through & Action Tracking: Convert sales meetings, updates, and internal discussions into structured action records with owners, deadlines, and acceptance checks; follow up persistently to ensure commitments are completed and blockers are surfaced early.

Weekly Reporting & Decision Support: Prepare concise weekly pipeline and activity reports covering appointments, follow-ups, proposals, objections, bottlenecks, and actual performance against agreed benchmarks; clearly explain data gaps, unusual changes, and items requiring management attention.

Cross-Functional Handoffs: Coordinate inputs and handoffs between Sales, Marketing, Client Success, and other departments for proposals, follow-up actions, onboarding steps, and operational transitions; confirm that the receiving owner has accepted the handoff.

Sales Process Implementation: Help establish and improve practical CRM, Deals, Tasks, and follow-through procedures that the team can actually use; reinforce adoption through real examples, consistent usage checks, and ongoing process refinement.

Sales Quality Improvement Support: Organize appointment-setter coaching evidence, recurring objections, call-review findings, and other sales-performance insights so the CEO or designated sales leader has structured information for coaching and improvement decisions.

Documentation & Knowledge Preservation: Capture current workflows, task logic, reporting definitions, process exceptions, and transition knowledge in a structured way; help reduce reliance on verbal memory and ensure backup coverage is possible.

Escalation & Risk Visibility: Identify issues that fall outside the role’s authority, including overdue follow-ups, broken handoffs, unclear ownership, reporting inconsistencies, or material sales-process risks; elevate them early with factual context and recommended next steps.

AI-Enabled Administrative Support: Use AI tools such as ChatGPT to help summarize notes, organize information, draft internal documentation, and improve written cla