Sales & Marketing Operations Coordinator

Summary/Objective

Reporting to the New Client Services (NCS) Manager, the Sales & Marketing Operations Coordinator serves as the operational conduit between NCS and Marketing, ensuring alignment on lead generation, event capture, referral tracking, and campaign execution. This position plays a critical role in managing Salesforce data integrity, coordinating follow-up workflows, and supporting outreach initiatives that drive new client acquisition and enhance strategic relationships. The ideal candidate possesses strong organizational skills, exceptional attention to detail, and the ability to collaborate effectively across departments.

Essential Functions

Pipeline & CRM Management:

• Maintain and manage all pipeline activity in Salesforce to ensure accurate and complete tracking of client and prospect interactions.

• Enter and monitor leads from all inbound and outbound sources, including events, referrals, study clubs, Benco, and third-party vendors.

• Ensure all Salesforce records are complete, with verified data from websites or other public sources.

• Oversee follow-up cadence, ensuring that leads without scheduled calls are contacted within seven days.

• Prepare and distribute Salesforce reports and dashboards reflecting lead activity, conversion, and campaign performance.

Marketing Coordination:

• Collaborate closely with the Marketing team to plan and execute lead-generation campaigns tied to CWA speaking engagements, study clubs, and conferences (e.g., Chicago Midwinter, local CE events).

• Coordinate lead capture and post-event processing, ensuring timely Salesforce entry and appropriate assignment.

• Partner with Marketing to segment leads and launch automated “drip” or “dip” campaigns.

• Participate in quarterly NCS/Marketing coordination meetings and track follow-up action items.

Referral & Relationship Tracking:

• Support the referral reporting process by maintaining accurate monthly data on client and planner referrals, with an emphasis on NFP’s.

• Coordinate referral handoffs to affiliates such as Elite Dental Alliance and ensure visibility across teams.

• Maintain and distribute referral and partnership lists, including those related to study clubs, partnership opportunities, and practice transitions.

Event & Outreach Support:

• Support logistics, coordination, and lead tracking for study clubs, dental schools, and local outreach events.

• Create and manage messaging to CWA clients with children in dental school, introducing them to CWA’s ambassador initiatives and Spear resources.

• Work with Marketing and NCS leadership to develop and execute outreach campaigns, invitations, and follow-up communications.

• Track event ROI metrics and report performance insights to leadership.

Administrative Support:

• Provide administrative and operational support to NCS leadership, including scheduling meetings, coordinating follow-ups, and managing shared documentation.

• Maintain an NCS administrative “wish list” and proactively address recurring support needs.

• Assist in delegating non-critical onboarding steps to streamline the client experience.

Responsibilities & Duties

• Update and maintain Salesforce records, ensuring all client interactions, statuses, and updates are current and accurate.

• Manage the process for engagement letters and contracts through DocuSign, coordinating with financial planners and advisors as needed.

• Conduct periodic research and analysis on market trends and competitor activities to inform strategy.

• Support cross-departmental projects and special initiatives aimed at improving client engagement, referral processes, and lead generation.

• Assist with coordination of team events, internal communication, and process documentation.

This job description is not designed to cover or contain a comprehensive listing of essential functions or responsibilities that are required of the employee for this job. Essential functions and responsibilities and activities may change at any time with or without notice.

Requirements