Virtual Assistant – Sales Project Manager

We’re seeking a Sales Project Manager who is both detail-oriented and tech-savvy to help drive operational excellence across our sales organization. This role is ideal for someone who thrives at the intersection of sales operations, project management, and process improvement.

You’ll oversee the progress of bids and sales projects from quote through delivery — ensuring timelines are met, details are accurate, and the team stays aligned. You’ll manage and optimize our CRM (Pipedrive), track project milestones, and collaborate closely with Account Executives and Sales Leadership to keep opportunities moving smoothly.

Key Responsibilities

• Coordinate Sales Projects: Manage the lifecycle of quotes, bids, and proposals — tracking progress, ensuring deadlines are met, and keeping all stakeholders informed.
• CRM Ownership: Customize, automate, and maintain data integrity in Pipedrive, ensuring workflows support efficient sales and project execution.
• Sales Operations Support: Assist Account Executives in managing customer quotes, orders, and follow-ups while maintaining visibility for leadership.
• Process Improvement: Identify bottlenecks and propose solutions to streamline the sales process and improve cross-team collaboration.
• Reporting & Documentation: Prepare regular updates on bid progress, pipeline status, and project timelines.
• Communication & Coordination: Act as a liaison between Sales, Management, and Operations teams to keep initiatives on track.
• Customer Interaction: Confidently call or email customers when needed to clarify project details or confirm order milestones.

Qualifications

• Fluent English (spoken and written).
• 3+ years of experience in Sales Operations, Project Coordination, or Account Management (IT/Technology background preferred).
• Proven ability to manage multiple projects and deadlines simultaneously.
• Proficiency in Pipedrive (customization, workflows, and reporting), Excel, and tools like Channel Online or equivalent.
• Strong organizational, analytical, and communication skills.
• Forward-thinking and proactive — always looking for ways to optimize systems and processes.
• Reliable high-speed internet and a capable laptop.
• Availability to work U.S. Eastern Time business hours.

Ideal Candidate

You are a natural project manager who thrives in structured chaos. You think several steps ahead, keep people accountable, and find satisfaction in bringing order to complexity. You enjoy using tools like Pipedrive to make work more efficient and love being part of a team that values precision, accountability, and progress.

Likely NOT a Fit If…

• You’ve only done basic data entry in a CRM without managing or automating workflows.
• You are uncomfortable leading communication or coordinating deadlines.
• You need heavy supervision or struggle with time management.
• You cannot reliably work U.S. hours or have unstable internet/laptop access.