Job Description

Sales Operations Executive

Hybrid | UK (Liverpool / Leeds) | Full-time (Fixed-term for 6 months with the potential to go to permanent)

At Velstar, strong commercial operations are critical to how we grow. We’re looking for a Sales Operations Executive to support our Sales and Account Management teams by keeping pipeline activity organised, proposals coordinated, and reporting accurate.

This is a highly operational, detail-focused role for someone who thrives on organisation, enjoys keeping things moving, and wants to play a key part in supporting commercial growth across the agency.

The role

As Sales Operations Executive, you’ll act as the operational backbone of the commercial team, supporting senior salespeople and Account Managers across proposals, CRM management, reporting and inbound lead handling.

This is a standalone role, so you’ll need to be proactive, self-sufficient and comfortable managing multiple priorities at once. You’ll be the person with visibility across the pipeline, ensuring opportunities progress smoothly and nothing slips through the cracks.

What you’ll be doing

• Coordinating proposals, RFPs, RFQs and tender responses across internal teams

• Supporting audit activity and gathering information that strengthens pitches and proposals

• Maintaining proposal content, case studies and capability materials alongside the Marketing team

• Ensuring pitch decks and sales materials remain accurate, current and on-brand

• Owning and maintaining HubSpot as the single source of truth for pipeline activity

• Monitoring pipeline health, identifying risks, stalls and opportunities

• Supporting the wider team with HubSpot best practice and consistent CRM usage

• Tracking sales cycle data and surfacing insights to support forecasting and prioritisation

• Acting as the first point of contact for inbound leads, qualifying and routing enquiries efficiently

• Ensuring every inbound lead is tracked through to a defined next step

• Producing weekly and monthly sales reports covering pipeline, activity and revenue forecasts

• Supporting accurate forecasting through strong pipeline visibility and reporting discipline

• Maintaining competitor tracking and surfacing relevant market insight

• Supporting senior salespeople and Account Managers with commercial operations and coordination

• Preparing meeting materials, briefing documents and follow-up summaries

• Helping coordinate proposals, renewals and upsell opportunities across accounts

What we’re looking for

You’re highly organised, commercially aware and enjoy bringing structure to fast-moving teams. You’re confident working with data, coordinating multiple workstreams, and communicating clearly across different stakeholders.

You’ll likely have:

• Experience in a sales operations, commercial support or agency coordination role

• Confidence using HubSpot or a similar CRM platform

• Strong understanding of pipeline management and reporting

• Excellent written communication skills, particularly for proposals and formal documents

• Strong organisational skills and attention to detail

• The ability to manage multiple deadlines and priorities simultaneously

• Confidence working with data and producing accurate reports

• A genuine interest in commercial growth and how businesses scale

Nice to have:

• Experience within a digital or creative agency

• Familiarity with RFP and tender processes

• Exposure to sales forecasting or revenue reporting

What success looks like

Success in this role is measured through:

• High-quality, accurate HubSpot and pipeline management

• Strong inbound lead response and qualification rates

• Accurate sales forecasting and reporting

• Positive feedback from Sales and Account Management teams

• Reliable operational support that improves commercial efficiency

Why Velstar?

• Hybrid working (minimum 3 days per week in our Liverpool or Leeds office)

• A central role within a growing commercial team

• Exposure to strategy, sales and client growth across ambitious eCommerce brands

• A collaborative environment with clear opportunities for progression

• A culture that values organisation, ownership and continuous improvement

If you enjoy bringing structure to commercial operations and want to play a key role in supporting agency growth, we’d love to hear from you.