Sales Development & Operations VA

Podean is a leading marketplace agency helping brands accelerate growth across Amazon, Walmart, Target, TikTok Shop, and other digital commerce platforms. We combine strategic expertise, data-driven insights, and creative innovation to deliver measurable business outcomes for our clients. About Social Commerce Club Social Commerce Club is a division of Podean. We are at the intersection of eCommerce, content, and social media, and we aim to lead this movement with agility, creativity, and measurable impact. Whether it’s TikTok Shops, YouTube Shopping, or another platform that hasn’t even launched yet, our focus is always on turning views into sales. Our job is not just to make great content or run profitable ads—it’s to merge the two into a powerful, scalable system that grows brands. The future belongs to brands that adapt and thrive on social platforms, and we’re building the bridge to that future. Role Overview We are looking for a proactive, highly organized Sales Development & Operations Virtual Assistant to support our Sales Lead across the full sales cycle—from initial follow-up through contracting, onboarding, and reporting. This is not a traditional administrative role. We need someone with strong judgment, high agency, and prior experience supporting a fast-moving sales team. The right person will anticipate what needs to happen next, keep opportunities moving, and ensure nothing falls through the cracks. A major component of the role will be managing prospect and client communication. You must be an exceptional English-language communicator who can learn and consistently write in the Sales Lead's voice. Key Responsibilities Prospect and Client Follow-Up • Draft and send timely follow-up emails to prospects and clients. • Learn and accurately replicate the Sales Lead’s communication style, tone, and positioning. • Track open conversations, commitments, and outstanding action items. • Proactively flag stalled opportunities and recommend the appropriate next step. • Coordinate follow-ups across email, HubSpot, and internal communication channels. HubSpot and Pipeline Management • Maintain accurate deal stages, contact records, tasks, notes, and next steps. • Ensure every active opportunity has a clear owner, next action, and follow-up date. • Create tasks and reminders following calls and important email exchanges. • Identify missing, outdated, or inconsistent CRM data. • Support ongoing pipeline reporting and sales forecasting. • Help reinforce consistent CRM processes across the sales team. Audit and Pitch Coordination • Coordinate the information, access, assets, and inputs required for prospect audits. • Track audit and pitch deadlines across internal teams. • Schedule pitch calls and coordinate attendance. • Prepare agendas, links, background information, and supporting materials. • Ensure deliverables are reviewed and ready before client-facing meetings. • Document decisions and assign follow-up actions after each call. Contract Administration • Prepare PandaDoc agreements using approved templates and commercial terms. • Coordinate revisions and maintain clear version control. • Track contracts through internal review, client review, signature, and completion. • Follow up on outstanding agreements and required information. • Escalate material redlines or commercial changes to the appropriate stakeholder. • Maintain accurate records of contract status and final executed documents. Onboarding Handoff Coordination • Organize the transition from closed-won opportunity to onboarding. • Confirm that contracts, pricing, scope, contacts, and client expectations are documented. • Prepare concise internal handoff summaries. • Schedule onboarding meetings and coordinate required attendees