Sales Operations Specialist – PEO

Location: Tampa Bay Area, FL (In-Office) Employment Type: Full-Time

Department: Sale

Reports To: Chief Revenue Officer (CRO) with close collaboration and alignment with the Chief Operating Officer (COO)

Salary: $50,000 – $65,000 annually (based on experience and industry background)

Company Overview

Vested HR Solutions is a growing Professional Employer Organization (PEO) that partners with small to mid-sized businesses to deliver comprehensive payroll, human resources, benefits, and risk management solutions. Our service model is designed to simplify complexity, mitigate risk, and enable our clients to focus on growing their businesses.

Our team is comprised of experienced, forward-thinking professionals who understand the value a PEO brings to both businesses and the communities they serve. We are committed to building a high-performing organization grounded in collaboration, accountability, and service excellence.

As we continue to scale, we are seeking driven and strategic individuals who are passionate about making an impact and supporting our clients’ success. Our mission reflects who we are and what we stand for: “Empowering Business, Committed to People, & Growing Dreams.”

Position Overview

The Sales Administrator plays a critical role in supporting the sales function by ensuring accuracy, efficiency, and consistency across all sales processes. This position acts as the operational backbone of the sales team, managing data, coordinating deal flow, supporting proposal development, and ensuring all required documentation is complete for underwriting and implementation.

This role is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced environment and enjoys being the bridge between Sales, Operations, Underwriting, and Finance.

Key Responsibilities

Sales Support & Deal Coordination

• Support the sales team throughout the full sales cycle, from lead intake to closed deal
• Review incoming deals for completeness and accuracy prior to underwriting submission
• Ensure all required documentation (census data, loss runs, benefits info, etc.) is collected and properly organized
• Track deal status and proactively follow up with sales reps to keep opportunities moving forward

Proposal & Documentation Management

• Assist in preparing proposals, pricing summaries, and client-facing materials
• Maintain standardized templates for proposals, CSA packets, and sales documents
• Ensure all Client Service Agreements (CSAs) and exhibits are accurate and complete before execution
• Coordinate with Operations on contingent approvals and proper documentation handling

CRM & Data Management

• Maintain and update CRM (HubSpot or equivalent) with accurate deal data, notes, and status updates
• Generate and distribute weekly sales reports, pipeline reports, and tracking sheets
• Ensure data integrity across all systems used by Sales and Operations

Cross-Department Coordination

• Act as a liaison between Sales and Operations teams
• Coordinate handoff of closed deals to Implementation with complete and accurate documentation
• Participate in underwriting and sales meetings to stay aligned on active opportunities

Process Improvement & Standardization

• Identify inefficiencies in the sales process and recommend improvements
• Help build and maintain SOPs for sales operations and deal flow
• Support the development of scalable processes as the organization grows

Qualifications

• 3–5+ years of experience in sales support, sales operations, or administrative roles (PEO, insurance, or payroll experience preferred)
• Strong understanding of sales processes and documentation workflows
• Experience working with CRM systems (HubSpot preferred)
• Exceptional attention to detail and organizational skills
• Strong communication skills and ability to work cross-functionally
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment

Key Competencies

• Operational Discipline – ensures nothing falls through the cracks
• Attention to Detail – high level of accuracy in all documentation
• Accountability – takes ownership of tasks and follow-through
• Communication – clear, concise, and proactive
• Problem Solving – identifies gaps and drives solutions
• Time Management – prioritizes effectively in a dynamic environment

Why Join Our Team?

At Vested HR, we are building more than a PEO, we are building a platform that delivers real, proactive value to our clients. This role is critical to that mission.

You will be part of a growing, high-performing team where your work directly impacts revenue, client experience, and operational success. We value accountability, collaboration, and continuous improvement, and we are looking for individuals who want to grow with us and help shape the future of the organization.