Sales Operations Specialist

Xtract One is a technology company dedicated to making the world safer through intelligent, frictionless security solutions. We design and deliver advanced threat detection screening systems that help organizations protect people, property, and public spaces—without slowing them down.

Our solutions combine cutting-edge hardware, AI-powered analytics, and real-time insights to detect weapons and potential threats in high-traffic environments such as stadiums, arenas, corporate offices, government buildings, and entertainment venues. Xtract One enables safer, more welcoming experiences while maintaining the highest standards of security.

With teams across North America, Xtract One brings together engineers, technologists, and business professionals who are passionate about innovation, collaboration, and real-world impact. We are driven by a shared mission to redefine security—making it smarter, more human-centric, and seamlessly integrated into everyday environments.

Xtract One is currently looking for a "Sales Operations Specialist" to join our team!

Work Model: Remote

Compensation: $66,600-$81,400, Vacation, Benefits, Sick Days, Bonus, Stock Options

Status: Full-time Permanent 

Vacancy Status: This is a new position within the Sales Department

Role Summary:

The Sales Operations Specialist is the operational backbone of Xtract One’s revenue engine. The Sales Operations Specialist ensures every process — from lead to renewal — runs with precision and consistency. Reporting to the Director Sales and Operations, the specialist owns the full post-sale commercial lifecycle: renewals, contract coordination, RFP response support, Salesforce administration, quoting, and the reporting infrastructure that keeps Sales and Customer Success leadership informed.

Key Responsibilities:

Salesforce Administration (Day-to-Day):

• Own day-to-day Salesforce hygiene: maintain accurate opportunity, account, contract, and renewal records.
• Perform routine data cleanup: merge duplicates, correct field values, close stale pipeline, and ensure stage progression reflects reality.
• Build and maintain reports and dashboards for renewal pipeline, forecast visibility, and Sales Ops KPIs.
• Manage basic Salesforce configuration — list views, record types, field updates, and simple flows — escalating complex architecture to the Salesforce agency partner.
• Ensure pricing accuracy, discounting compliance, and correct product/SKU selection

Sales Process & Forecasting Support:

• Support weekly forecast calls by ensuring pipeline data is accurate, stage-appropriate, and complete before each review cycle.
• Track deal velocity, stage conversion rates, and win/loss trends — surfacing insights to the Sr. Director on a regular cadence.
• Maintain quota tracking and territory assignment data in Salesforce, ensuring RSM records are accurate and current.
• Identify gaps or inconsistencies in the sales process and recommend workflow improvements, template updates, or automation opportunities.
• Support territory planning, annual quota-setting, and GTM model updates as directed by the Sr. Director.
• Support the Sr. Director in building and maintaining the Revenue Conversion Tracker, including data linkage between Salesforce and Finance reporting.

Sales Team Support:

• Serve as the first line of operational support for Regional Sales Managers, answering process questions, resolving Salesforce issues.
• Support RSM onboarding and ongoing Salesforce training to drive adoption and data quality.
• Maintain and update sales collateral, templates, and resource libraries as product, pricing, or process changes occur.
• Support new Regional Sales Managers onboarding: Salesforce access, process walkthroughs, and tool training.

RFP & Bid Coordination:

• Serve as the intake coordinator for all inbound RFP and bid opportunities, logging requirements, deadlines, and stakeholder assignments in Salesforce.
• Coordinate internal RFP response packages - pulling together bid registration, documents, product specs, compliance documentation, and supporting materials from cross-functional owners.
• Monitor public procurement platforms (GovSpend, BidNet Direct, Civic IQ, SAM.gov) for relevant bid opportunities and flag proactively to the GTM team.
• Maintain a reusable RFP content library, keeping materials current with product, pricing, and compliance changes.

Renewals Coordination:

• Monitor the full renewal pipeline and proactively manage timelines, milestone alerts, and renewal quote delivery.
• Coordinate with RSMs to ensure subscription and maintenance contract renewals are quoted, negotiated, and executed on time.
• Track renewal status, identify at-risk accounts early, and take action to prevent contract or service lapses.
• Own renewal record accuracy in Salesforce, including asset install dates, contract terms, product types, lane counts, and renewal stage progression.
• Coordinate execution of renewal email sequences.

Required Skills & Experience

• Post-secondary education in Business, Information Systems, Analytics, or related field.
• 3+ years of experience in Salesforce administration, sales operations, revenue operations, or a related analytical support role.
• Demonstrated experience supporting field or regional sales teams in a B2B environment.
• Experience with quoting tools, CPQ, or contract lifecycle management (CLM) systems.
• Experience with or ability to quickly learn automation tools (Zapier or equivalent) and Google Workspace.
• Proficient with Salesforce CRM, including data management, reporting, dashboards, and basic system configuration.
• Strong understanding of sales processes including pipeline management, forecasting, deal conversion, quota tracking, and territory structures.
• Strong analytical and problem-solving skills with ability to identify data/process gaps and support improvements in revenue operations and GTM execution.

Disclosure of AI Use in Recruitment:

Our recruitment process may utilize artificial intelligence (AI) tools to enhance efficiency and ensure a fair and comprehensive review of applications. This may include AI for tasks such as initial resume screening and transcribing interview discussions. We are committed to using AI responsibly and ethically, with a focus on fairness and minimizing bias.

Commitment to Inclusive and Accessible Work Environments:

Xtract One is committed to creating an inclusive, accessible work environment and providing accommodations for individuals with disabilities in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. If you require accommodation at any stage of the recruitment process or while employed with us, please notify Human Resources at [email protected] , and we will work with you to meet your needs.