Operations Sales Administrator - DFW

Prospere Companies•Southlake, TX

13d•Hybrid

About The Position

The Operations Sales Administrator is the operational engine of our brokerage activities across Colorado, Texas, and Nevada. This role is responsible for the entire lifecycle of a business listing—from initial intake and CRM data integrity to final closing announcements. You will support the Broker team and the Director of Operations by keeping daily operations running on schedule, resolving technical issues, and ensuring our records and marketing platforms are always accurate.

Requirements

High attention to detail and can manage complex, recurring daily, bi-weekly, and monthly task lists without items falling through the cracks.
HubSpot power user (or equivalent CRM) and feel comfortable troubleshooting everything from API errors to Zoom settings.
Enjoy following and improving Standard Operating Procedures (SOPs).
Take pride in providing the support that allows brokers to focus on their clients and transactions.
Thrive in an environment where accuracy is paramount, especially regarding financial closings and legal listing documentation.
Must be based in the Dallas area.

Responsibilities

Review new listings for completeness (Executive Summaries, Engagement Fees, and documentation). Audit for errors and reject/return files to brokers when information is missing.
Manage the activation, updates, and removals of listings across HubSpot, Sydney, Axial, BizBuyBiz, and additional marketing sites.
Monitor listing quotas monthly and manage "Showcase Choice" rotations on BizBuySell to maximize visibility.
Execute closing tasks in Sydney, track lead sources, and coordinate with Finance/Corporate for the weekly Deal Dashboard.
Monitor and assign tickets within the Operations HelpDesk, ensuring tasks are routed to the appropriate specialists (HR, Marketing, Finance, etc.) with clear deadlines.
Lead the Daily Ops Stand-up to align priorities and clear blockers.
Manage the Weekly Sales Meeting logistics: preparing PowerPoints, updating KPI trackers, and managing the physical/digital meeting setup.
Lead company-wide announcements by celebrating closings, birthdays, and work anniversaries via Teams and SharePoint updates.
Serve as the first line of support for brokers on tools including HubSpot, SharePoint, Zoom, Teams, and Trainual/Learning Management System.
Pull market comps for brokers and create professional listing packets or seller questionnaire exports as needed.
Assist with office inventory (supplies and snacks), maintaining clean conference rooms, mail distribution and coordinating monthly office lunches, as needed.
Prepare and distribute the weekly Sales Meeting PowerPoint and ensure the physical or digital setup for team meetings is seamless.
Manage inbound lead flow from phone, web, and internal systems, ensuring accurate data entry and broker assignment.
Execute specialized workflows for long-term leads, utilizing sequences to maintain engagement before re-assigning to brokers.
Perform regular HubSpot data integrity audits, update deal stages, and refine process documentation (SOPs) to ensure the system remains the "single source of truth."