Sales Operations Manager
About Evergreen State Heating & A/C
Evergreen State Heat & A/C is building a high-performance sales organization supporting residential and commercial HVAC, service, maintenance, and replacement projects throughout Western Washington. We have talented sales representatives, a large customer base, significant market opportunity, and aggressive growth goals.
We're looking for an experienced Sales Operations Manager to build the systems that keep our sales organization running efficiently. This role is the operational backbone of the sales team, ensuring opportunities are organized, proposals are accurate, follow-up happens on time, and projects transition seamlessly from sales to operations.
You won't manage salespeople. Instead, you'll own the processes that help them perform at their best.
You'll work directly with our Sales Leader, supporting three Sales Representatives, one Account Manager, and three Setters while partnering closely with Operations, Purchasing, Finance, Marketing, and Dispatch.
What You'll Do
Own CRM & Pipeline Management
- Maintain HubSpot as the company's source of truth by keeping contacts, deals, notes, tasks, and customer activity accurate.
- Ensure every opportunity has a clear owner, stage, value, follow-up date, and next action.
- Build and maintain dashboards, reports, workflows, templates, and automations.
- Identify stalled opportunities, duplicate records, missing information, and overdue follow-up.
- Support CRM adoption and maintain consistent data quality across the sales team.
Manage Proposal Development
- Coordinate proposal creation from initial request through customer delivery.
- Prepare accurate residential and commercial proposals using approved pricing, equipment selections, financing, warranties, and scope.
- Review proposals for completeness, pricing accuracy, and margin compliance.
- Maintain proposal templates, pricing tools, and supporting documentation.
- Track proposal status, revisions, approvals, deposits, and customer responses.
Verify Equipment & Pricing
- Confirm equipment availability, pricing, lead times, and approved alternatives before proposals are finalized.
- Coordinate with distributors, manufacturers, purchasing, operations, and sales.
- Maintain current product information and sales resources.
- Escalate equipment or pricing concerns before customer commitments are made.
Support Sales Follow-Up
- Ensure every qualified opportunity has a documented next step.
- Track financing, rebates, agreements, customer documentation, and follow-up commitments.
- Prepare sales representatives for appointments and customer meetings.
- Communicate routine customer updates when appropriate.
- Escalate stalled opportunities or customer concerns before they impact the relationship.
Coordinate Sales-to-Operations Handoffs
- Ensure every signed project is transferred to Operations with complete and accurate documentation.
- Verify project scope, pricing, equipment, deposits, financing, and customer expectations.
- Resolve missing information before work begins.
- Recommend process improvements that improve efficiency and reduce errors.
Drive Process Improvement
- Develop SOPs, checklists, templates, and quality standards.
- Leverage HubSpot automation, AI, and other approved tools to improve efficiency.
- Identify bottlenecks and recommend solutions that help the sales team scale.
- Continuously improve the customer journey from lead through project handoff.
What We're Looking For
- 4+ years of experience in Sales Operations, Sales Administration, Revenue Operations, Proposal Coordination, Project Coordination, or a similar role.
- Experience supporting multiple sales representatives in a fast-paced environment.
- Strong HubSpot experience (or comparable CRM platform).
- Experience creating proposals, estimates, contracts, or customer-facing documentation.
- Excellent organizational, communication, and project management skills.
- Ability to manage multiple priorities while maintaining exceptional attention to detail.
- Confidence holding others accountable to processes and documentation standards.
- Comfortable working with a fast-paced, high-expectation leader.
- Strong analytical and problem-solving skills.
- Willingness to travel to Washington for initial training.
Preferred Experience
- HVAC
- Mechanical Contracting
- Commercial Building Services
- Equipment-Based Industries
Industry experience is preferred but not required for an exceptional candidate with strong sales operations experience.
What Success Looks Like
Within Your First 30 Days
- Learn Evergreen's residential and commercial sales processes, products, pricing structure, and proposal standards.
- Become proficient in HubSpot, proposal workflows, and internal sales processes.
- Build strong working relationships with Sales, Operations, Purchasing, Finance, Dispatch, and Marketing.
- Understand current sales processes and identify opportunities for improvement.
- Establish a clear communication and priority system with sales leadership.
Within Your First 60 Days
- Take ownership of HubSpot administration and maintain accurate pipeline data.
- Standardize the proposal intake and quality-control process.
- Verify equipment availability and pricing before proposals are released.
- Deliver reliable pipeline reporting to sales leadership.
- Improve proposal turnaround times and reduce stalled opportunities.
- Ensure sales-to-operations handoffs follow a consistent, documented process.
Within Your First 90 Days
- Maintain a highly accurate and up-to-date sales pipeline with clear ownership and next steps for every active opportunity.
- Consistently deliver accurate proposals that meet company pricing and margin standards.
- Improve proposal turnaround times while reducing administrative errors.
- Ensure sales-to-operations handoffs are complete, timely, and accurate.
- Build scalable processes that improve efficiency, reduce administrative burden, and support Evergreen's continued growth.
- Become a trusted operational partner to the Sales Leader and sales team.
Long-Term Success
You'll become the operational backbone of Evergreen's sales organization by improving efficiency, increasing proposal accuracy, strengthening CRM adoption, reducing administrative burden on the sales team, and helping the company scale its growth.
Schedule
This is a full-time position, in office.
The standard schedule will generally be approximately 9:30 a.m. to 6:30 p.m. Eastern Time, allowing for meaningful overlap with Evergreen’s Washington-based sales and operations teams.
Some flexibility may be required during large proposal deadlines, active sales campaigns, customer escalations, and important team meetings.
This is not an around-the-clock position. However, the right candidate understands that supporting a high-performance sales team occasionally requires flexibility and urgency.
Location
Traverse City, Michigan is strongly preferred. The preferred candidate will be able to work closely with Sales Leader in person while supporting Evergreen’s Washington-based team.
Evergreen will consider an exceptional remote candidate located within the United States.
Remote candidates must have:
- A professional home-office environment
- Reliable high-speed internet
- The ability to work independently
- Strong availability during the required schedule
- A demonstrated history of successfully supporting remote sales teams
The selected candidate should expect to spend approximately several weeks on and off in Snohomish, Washington during the initial 3 month training period.
Additional three- to five-day training or planning visits may occur during the role. This will have advanced notice.
All approved business travel will be paid by Evergreen State Heat & A/C.
Compensation
Base Salary: $85,000–$105,000
Exceptional candidates with significant HVAC, HubSpot, proposal management, or mechanical contracting experience may be considered above this range.
This position is also eligible for an annual performance bonus of up to $15,000.
The performance bonus will be based primarily on:
- HubSpot accuracy and adoption: 25%
- Proposal speed and accuracy: 25%
- Pricing and margin compliance: 20%
- Sales-to-operations handoff quality: 20%
- Process improvement and increased sales capacity: 10%
Benefits
- Medical, Dental & Vision Insurance
- 401(k) with Company Match
- Paid Time Off & Paid Holidays
- Paid Sick Time
- Paid HubSpot Training & Certifications
- Company-Provided Technology
- Fully Paid Business Travel
- Career Growth Opportunities
Evergreen Core Values
Our core values define how we work, communicate, make decisions, and hold one another accountable. The right person for this role will personally align with these values and demonstrate them through consistent behavior.
Clear Communication
- Say what is true.
- Make expectations clear.
- Document important commitments.
- Raise problems while there is still time to solve them.
- Do not hide mistakes, bad news, missing information, or delays.
- Communicate directly, respectfully, and with enough detail for the other person to take action.
Relentless Consistency
- Complete the important work every day, even when it is repetitive.
- Update HubSpot.
- Finish the follow-up.
- Verify the equipment.
- Review the proposal.
- Close the loop.
- Exceptional results are usually created by doing the basic things correctly and consistently for a long period of time.
Confident Ownership
- Take responsibility for the outcome.
- Do not simply pass problems to another person or department.
- Gather the facts, communicate the concern, recommend the next action, and remain involved until the issue is resolved.
- Ask for help when needed, but do not wait to be rescued.
Pay: $85,000.00 - $105,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Vision insurance
Experience:
- Sales: 4 years (Required)
- HVAC sales: 3 years (Preferred)
- CRM software: 3 years (Preferred)
Work Location: In person
