Sales & Contracts Coordinator

Role description

The Sales & Contracts Coordinator will serve as a critical link between the sales, legal, finance, and operations teams. This role is responsible for preparing, reviewing, and managing customer contracts, maintaining accurate sales records, and ensuring compliance with internal policies and external regulations. The ideal candidate is process-driven, collaborative, and thrives in a fast-paced software environment.

Duties and Responsibilities

Contract Management

- Draft, review, and coordinate customer contracts, amendments, NDAs, and renewals.
- Ensure contracts comply with company policies, legal requirements, and business objectives.
- Track contract lifecycles, approvals, and signatures using contract management systems.

Sales Operations Support
- Support sales team with proposals, quotes, and deal documentation.
- Maintain CRM records (e.g., Salesforce/HubSpot) to ensure data accuracy and reporting reliability.
- Assist with pricing approvals, order processing, and renewals management.

Collaboration & Communication
- Act as liaison between sales, legal, finance, and customer success teams.
- Coordinate deal desk activities, ensuring timely responses to sales requests.
- Provide guidance to sales staff on standard contract terms and policies.

Compliance & Process Improvement
- Monitor adherence to internal approval workflows and delegation of authority

- Identify opportunities to streamline sales and contracting processes.
- Support audits and reporting requirements related to sales contracts

Skills

- Strong proficiency with CRM systems (Odoo, HubSpot) and contract management tools (DocuSign, Adobe etc.).
- Solid knowledge of software sales cycles and business models.
- Excellent written and verbal communication skills.
- Advanced organizational and document management abilities.
- Strong analytical and problem-solving skills with attention to detail.
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint etc).

Competencies

- Attention to Detail: Ensures accuracy in contract documentation and sales records.
- Collaboration: Works effectively across sales, legal, finance, and customer success teams.
- Customer Orientation: Supports sales teams in delivering a seamless customer experience.
- Time Management: Manages multiple priorities and deadlines in a fast-paced environment.
- Process Orientation: Identifies opportunities to improve workflows and operational efficiency.
- Adaptability: Thrives in a dynamic software environment with evolving priorities.
- Confidentiality & Integrity: Handles sensitive information with discretion and professionalism.

Qualifications & Requirements

Required: 
- 2+ years of experience in contract administration, sales operations, or a related role (preferably in software).
- Understanding of revenue recognition principles and commercial contract structures is a plus.
- Familiarity with data privacy, security, or compliance standards relevant to software contracts preferred.

Desired: 
- Experience in geological/geophysical software sales within the E&P industry
- Experience in O&G Industry
- Bachelor’s degree in Business Administration, Law, or related field (or equivalent work experience)

Travel

-  Ability and willingness to travel when required.