Sales Operations Specialist

Network Optix•Portland, OR

20h•Hybrid

About The Position

The Sales Operations Specialist supports day-to-day billing, customer onboarding, and sales systems administration at Network Optix. Working across Sales, Finance, Accounting, and Legal, the Specialist executes established workflows for invoicing, accounts receivable, customer activation, renewals, and account adjustments, while maintaining accurate records across core business systems and escalating discrepancies or at-risk items to senior team members.

Requirements

3–5+ years of experience in Sales Operations, Revenue Operations, Finance Operations, or a similar role.
Experience supporting billing, invoicing, and customer lifecycle processes.
Comfortable working across multiple systems simultaneously (CRM, billing platforms, financial tools).
Proficiency with spreadsheets and data management tools.
Ability to learn and navigate new software quickly; experience maintaining data accuracy across platforms.
Strong working knowledge of CRM and financial systems (HubSpot and QuickBooks/NetSuite/PandaDocs experience strongly preferred).

Nice To Haves

Experience with SaaS or subscription-based businesses preferred.
VMS industry knowledge.
Familiarity with workflow automation or document management tools.
Experience with contract lifecycle management systems.

Responsibilities

Generate, review, and distribute customer invoices accurately and on schedule, ensuring all billing details (quantities, pricing, terms) are correct before sending.
Monitor accounts receivable and follow up on outstanding invoices using established templates and processes, escalating payment disputes or aging issues to senior team members for resolution.
Collaborate with the Accounting team on credits and customer account adjustments, ensuring proper documentation and approvals are in place.
Maintain accurate product pricing data in billing systems, flagging discrepancies between sales, finance, and billing records to the appropriate stakeholders.
Assisting with billing-related close tasks and reconciling and distribution of reporting.
Gather and organize customer documentation to support credit evaluations, preparing files for review and approval by Finance.
Execute the onboarding intake and activation process for new customers and partners using established workflows.
Coordinate handoffs between Sales, Finance, Legal, and other stakeholders.
Track upcoming customer renewals and provide administrative support during the renewal process, flagging at-risk or overdue renewals to the appropriate owner.
Maintain organized records of executed contracts, onboarding checklists, and approvals to support internal policy compliance and audit readiness.
Handle general customer communication for account updates and documentation collection.
Serve as a day-to-day operator for core business systems.
Maintain customer records, deal pipelines, and system data hygiene by performing regular cleanups, deduplication, and standardization following established guidelines.
Follow documented processes and standard operating procedures, surfacing inefficiencies or improvement ideas to senior team members.