Company Overview
DentistFind is a leading marketing technology company based in Canada, with 15 years of expertise in empowering dental practices across the globe. Our mission is to facilitate seamless and sustainable growth for dental practices through our innovative PracticeFuel platform, which leverages data-driven digital marketing strategies and cutting-edge technology solutions. By focusing on increasing patient acquisition and retention, DentistFind provides a stable and prestigious work environment that offers opportunities for growth and international exposure.Our comprehensive approach combines advanced technology with personalized consultation, equipping dental professionals with the tools and guidance necessary to achieve their goals. The intuitive platform delivers real-time notifications, actionable reports, and performance reviews, while our expert consultants offer tailored training and support. This focus on ease of use and collaboration allows dental practices to concentrate on delivering exceptional patient care, ensuring steady growth and success in the ever-evolving dental industry.
Why Join DentistFind?
At DentistFind, we believe in clarity over complexity, extreme ownership, and building systems that scale. As a rapidly growing dental marketing and technology partner, we empower dental practices with data-driven strategies, cutting-edge tools, and a relentless focus on measurable outcomes. Join us to be a part of a team that values innovation, efficiency, and client success.
Job Overview
DentistFind is looking for a highly organized, analytical, and proactive Sales Operations Coordinator to help build a dependable, scalable sales operating system. This is not a passive administrative role. It is a senior, hands-on coordination role for someone who can bring structure to a fast-moving founder-led sales environment, maintain CRM accuracy, drive follow-through across teams, and turn scattered information into clear priorities, ownership, and action.The right person will help strengthen the company’s sales process, improve visibility into pipeline performance, and reduce the CEO’s need to reconstruct status from multiple chats, meetings, and records.
Key Responsibilities
Daily Sales Operations Oversight: Review warm leads, active opportunities, appointments, overdue tasks, and next actions to maintain a clear and accurate daily sales operating picture; identify stalled, unowned, or conflicting items and ensure they are routed to the correct owner.
CRM Accuracy & Pipeline Hygiene: Maintain reliable CRM records by updating deal stages, ownership, tasks, dates, notes, and source links; flag missing, inconsistent, or contradictory information rather than filling gaps with assumptions.
Meeting Follow-Through & Action Tracking: Convert sales meetings, updates, and internal discussions into structured action records with owners, deadlines, and acceptance checks; follow up persistently to ensure commitments are completed and blockers are surfaced early.
Weekly Reporting & Decision Support: Prepare concise weekly pipeline and activity reports covering appointments, follow-ups, proposals, objections, bottlenecks, and actual performance against agreed benchmarks; clearly explain data gaps, unusual changes, and items requiring management attention.
Cross-Functional Handoffs: Coordinate inputs and handoffs between Sales, Marketing, Client Success, and other departments for proposals, follow-up actions, onboarding steps, and operational transitions; confirm that the receiving owner has accepted the handoff.
Sales Process Implementation: Help establish and improve practical CRM, Deals, Tasks, and follow-through procedures that the team can actually use; reinforce adoption through real examples, consistent usage checks, and ongoing process refinement.
Sales Quality Improvement Support: Organize appointment-setter coaching evidence, recurring objections, call-review findings, and other sales-performance insights so the CEO or designated sales leader has structured information for coaching and improvement decisions.
Documentation & Knowledge Preservation: Capture current workflows, task logic, reporting definitions, process exceptions, and transition knowledge in a structured way; help reduce reliance on verbal memory and ensure backup coverage is possible.
Escalation & Risk Visibility: Identify issues that fall outside the role’s authority, including overdue follow-ups, broken handoffs, unclear ownership, reporting inconsistencies, or material sales-process risks; escalate them early with factual context and recommended next steps.
AI-Enabled Administrative Support: Use AI tools such as ChatGPT to help summarize notes, organize information, draft internal documentation, and improve written clarity, while independently verifying facts, logic, and business relevance before sharing outputs.
Other Duties: Perform other ad hoc tasks and special projects as assigned by the Manager.
Required Skills and Qualifications
Education: Bachelor’s degree in Business Administration, Sales, Marketing, Operations, Communications, or a related field.
Professional Experience: Minimum 3–5 years of relevant experience in sales operations, sales coordination, commercial operations, project coordination, account coordination, or a similar operations-heavy support role.
Sales Operations Ownership: Demonstrated ownership of a workflow, pipeline process, coordination function, or operational system over multiple weeks or months—not just participation in meetings or isolated administrative tasks.
CRM & Pipeline Management: Proven experience maintaining accurate CRM records, including deal stages, task management, ownership tracking, follow-up dates, notes, and pipeline hygiene.
B2B Sales Process Understanding: Clear understanding of B2B sales workflows, including lead management, qualification, appointments, proposals, follow-up, handoffs, and opportunity progression.
Written Communication: Excellent written communication skills in English; ability to produce concise reports, decision-ready updates, action logs, internal handoff notes, and factual summaries that are clear and useful to leadership.
Critical Thinking & Judgment: Strong ability to distinguish facts from assumptions, detect inconsistencies, identify missing information, ask useful clarifying questions, and escalate risks appropriately without creating confusion or delay.
Organization & Follow-Through: Highly organized, self-directed, and dependable; proven ability to manage competing priorities, maintain accurate records, track deadlines, and close loops without repeated prompting.
Systems & Process Orientation: Ability to build, document, improve, and reinforce practical workflows, trackers, SOPs, templates, and task-management systems that increase visibility, accountability, and execution quality.
Tools & Technology: Proficiency with Google Workspace or similar business tools, spreadsheets, CRM systems, and at least one project or task management platform; comfortable using AI tools such as ChatGPT for documentation, summarization, and workflow support while independently checking quality and accuracy.
Cross-Functional Coordination: Proven ability to work across teams and obtain missing inputs from different stakeholders without constant CEO or manager intervention.
Integrity & Confidentiality: Demonstrated honesty, discretion, and professionalism when handling sensitive business, prospect, or company information; willingness to disclose errors, unknowns, and incomplete work clearly and promptly.
Remote Work & Schedule Fit: Ability to work effectively in a fully remote environment, within required Eastern Time overlap hours, and within a structured accountability system that includes time-tracking tools.
Preferred Qualifications
Industry Experience: Experience in B2B sales operations within marketing agencies, SaaS/technology businesses, healthcare, dental-related companies, or other service-based organizations.
Founder-Led Sales Environment: Prior experience supporting a founder-led or entrepreneur-led sales process where structure, prioritization, and follow-through had to be actively built and maintained.
CRM Improvement Experience: Hands-on experience improving CRM setup, deal stages, task systems, reporting views, handoff procedures, or data-quality practices.
Weekly Reporting & Benchmarking: Experience creating weekly benchmark-versus-actual reports, pipeline summaries, or performance reviews that helped identify bottlenecks and support better decisions.
Appointment Setter / Sales Support Context: Familiarity with appointment-setting workflows, lead follow-up coordination, objection tracking, and sales support functions.
Remote & Cross-Cultural Collaboration: Strong history of working effectively with international remote teams and adapting communication style across different cultures and working norms.
AI & Documentation Fluency: Practical experience using AI tools for summarization, research, reporting, documentation, or workflow improvement while applying independent reasoning and quality control.
Process Documentation & Adoption: Experience creating SOPs, checklists, templates, or operating procedures that were successfully adopted and used by others in real working environments.
Lead Management / Onboarding Exposure: Exposure to lead management, service onboarding, cross-department transitions, or client handoff processes in a sales or service-delivery setting.
Relevant Certifications: Additional training or certifications in sales operations, CRM administration, project management, business operations, or process improvement are an asset.
Ideal Candidate
The ideal candidate is someone who naturally brings order to complexity. They are highly organized, detail-oriented, analytical, and proactive, but not bureaucratic. They can look at a messy sales process, identify what matters, clarify ownership, and drive follow-through without waiting to be told every step.They are practical enough to improve workflows that real people will actually use, assertive enough to chase missing inputs and surface risks early, and disciplined enough to maintain accurate records even in a fast-moving environment. They are calm under pressure, comfortable with accountability, and motivated by building reliable systems that make the company more effective.This person values accuracy over appearances, outcomes over activity, and transparency over excuses. They are candid about unknowns, honest about errors, and committed to continuous improvement.
Company Culture & Values
At DentistFind, culture is not separate from performance—it drives it. We are building a company where people are expected to think critically, act responsibly, and improve continuously.
Analytical Decision Making: Data-driven strategies guide our decisions.
Speed & Agility: We prioritize efficiency and speed in execution.
Strategic Focus: Long-term success through strategic actions.
Continuous Improvement: Relentless pursuit of excellence and growth.
Integrity & Transparency: Building trust through honesty and accountability.
Challenge-Oriented: Embracing challenges as opportunities for innovation.
What We Offer
Opportunity to work in a fast-paced, innovative environment.
Ability to make a significant impact on the growth and success of dental practices.
Professional development and growth opportunities.
Collaborative and supportive remote work culture.
Opportunities to be part of a global team with members from 9+ different countries.
Compensation
Competitive compensation based on demonstrated experience, capabilities, and the scope of the role.
Bonus Potential: Additional performance-based compensation may be considered based on results and approved company terms.
Work Environment and Work Hours
Set-up: Full-time, Remote
Schedule: Monday-Friday, for 7.5 working hours between 6:00 AM and 5:00 PM Eastern Standard Time Zone (EST).
Shift options: 6:00 AM-2:00 PM (1st shift), 9:00 AM-5:00 PM (2nd shift)
Remote Work: At DentistFind, we operate in a fully remote environment. We utilize a time-tracking tool that captures screenshots at random intervals to ensure accountability and productivity. Candidates must be comfortable with this setup.If you have any concerns regarding the use of a time-tracking tool, we strongly advise against applying to ensure alignment with our work practices.
The Team
You will be part of a dynamic and diverse team spread across the globe, including regions like Canada, the Philippines, Nigeria, Pakistan, Indonesia, Jamaica, Malaysia, Bangladesh, and India. As part of a remote-first organization, the team values open communication, collaboration, and a shared commitment to the company’s mission.You will work closely with the Sales team, CEO, appointment setters, and cross-functional stakeholders including Marketing, Client Success, and Operations, playing a pivotal role in ensuring alignment, follow-through, and visibility across the sales process.
How to Apply
Interested candidates should submit their resume, cover letter, and any relevant portfolio pieces demonstrating their expertise and success stories. You are encouraged to apply directly through our official job board for a more streamlined application process. This ensures your application is reviewed promptly by our recruitment team. Click here to apply and become a part of our team.
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