Sales Operations Coordinator

Sales Operations Coordinator

Classification: FLSA Non-Exempt

Reports To: CFO

Summary

The Sales Operations Coordinator works at the intersection of our Finance Team and our global team of internal Field Application Scientists, Technical Solutions Engineers, Imaging Scientists & Analysts, and our worldwide customer base. The primary function of this role is to ensure the accurate and timely processing and maintenance of customer orders, contracts, installation tickets, invoice tracking, and order recordkeeping within the organization’s Customer Relationship Management (CRM) system.

Duties and Responsibilities

• Follow a multi‑step checklist to monitor and process the various components of order fulfillment, including validation, processing, and handoff to relevant internal departments.

• Accurately track multiple complex order‑fulfillment records at various stages of the workflow.

• Pull and prepare regular administrative sales reports and distribute them to designated internal and external recipients.

• Prepare and send monthly annual‑renewal software quotes to Application Scientists and customer contacts.

• Help maintain accurate records in our CRM, contract folders, ticketing system, and other shared folders.

• Prepare reports on historical sales, asset records, open orders, and other related data from the CRM.

• Provide administrative sales support for the primarily remote Application Scientist team, including occasional light office project support, data entry, proofreading, completing forms, compiling data, etc.

• Attend weekly, monthly, quarterly, and annual meetings as required; some may be in person.

• Occasionally provide backup coverage for the front‑desk receptionist when they are out of the office.

• Access and handle electronic Protected Health Information (PHI) in accordance with policy and the Health Insurance Portability and Accountability Act (HIPAA).

• Perform other duties as assigned. This job description is not intended to be a comprehensive list of all duties, responsibilities, or activities required of the employee, which may change at any time.

Minimum Qualifications

• Strong attention to detail and reliable, timely data‑processing skills.

• Associate Degree in Business Management, Communication, Liberal Arts, or a related field. Experience may substitute for education on a year‑for‑year basis.

• One year of office or administrative support experience (e.g., as a coordinator or in customer service).

• Authorization to work in the United States or authorization to work in the applicant’s current home country (Indica Labs, Inc. does not sponsor work visas).

Preferred Qualifications

• Experience with CRM tools such as Salesforce, HubSpot, Vtiger, Zoho, etc.

• Strong Microsoft Office skills, especially in Outlook, Excel, and Teams.

• Professional written and verbal communication skills.

• Experience in a software or scientific‑based company.

• Preference given to applicants currently residing in New Mexico.

Knowledge, Skills, and Abilities

• Exceptional attention to detail.

• Commitment to producing accurate and high‑integrity work.

• Ability to prioritize and manage multiple tasks simultaneously.

• Strong written and verbal communication skills with a global customer base.

• Ability to perform math and percentage calculations.

• Ability to work independently with limited supervision while also supporting team initiatives when needed.

• Ability to read and understand information presented in writing.

• Ability to work at a computer workstation for 7+ hours a day.

• Accurate and efficient typing skills.

Location

This position is in-office based at our headquarters in Albuquerque, New Mexico.

Working Conditions and Physical Effort

• 0-5% travel required for this position

• No, or limited physical effort required

• No, or limited exposure to physical risk

• Work is normally performed in a typical interior/office work environment

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