Sales Operations Specialist

About us:

We are an international defense startup, rapidly expanding to support the Ukrainian national needs. As a startup, we operate in a highly flexible environment where agility, adaptability, and a hands-on approach are critical for success.

Position Overview

The Sales Operations Specialist will support the day-to-day execution of sales operations, ensuring that sales data, commercial documentation, customer requests, and internal processes are accurately maintained and coordinated across multiple systems and teams.

A significant part of the role involves maintaining sales records across Google Sheets, Odoo, and Salesforce, processing post-contract documentation, coordinating with Finance, Legal, Logistics, and Sales teams, and supporting communication with military and governmental customers.

This is a highly operational and detail-oriented role requiring strong organizational skills, accuracy, follow-through, and the ability to keep multiple processes, documents, and stakeholders aligned.

Responsibilities

1. Sales Operations & Data Management

• Maintain accurate and up-to-date sales records across Google Sheets, Odoo, Salesforce, and other internal systems.
• Create and maintain sales orders in Odoo and ensure relevant documentation is correctly uploaded and recorded after contract execution.
• Track key sales information, including customers, products, quantities, pricing, contract status, and related documentation.
• Ensure consistency and accuracy of sales data across different systems and internal reports.
• Maintain clear visibility of ongoing sales activities and support regular reporting for local and global stakeholders.

2. Documentation & Contract Administration

• Maintain and organize commercial and sales-related documentation, including contracts, commercial offers, official letters, and supporting documents.
• Ensure documents are complete, correctly recorded, scanned, stored, and easily traceable.
• Support preparation and processing of customer documentation and administrative requests.
• Handle incoming written requests from customers and coordinate timely and accurate responses.
• Support documentation requirements related to product pricing, cost calculations, write-offs, and other customer requests.

3. Cross-Functional Coordination

• Coordinate sales-related processes across Sales, Finance, Legal, Logistics, and other internal teams.
• Follow up on approvals, documents, pricing information, product availability, and other inputs required to complete sales processes.
• Ensure that financial, contractual, logistical, and product information is aligned before transactions are finalized.
• Proactively follow up with stakeholders to resolve missing information, inconsistencies, or delays.

4. Customer & Internal Communication

• Support ongoing communication with military, governmental, and institutional customers regarding documentation, commercial requests, and operational questions.
• Process incoming customer emails and requests and coordinate responses with relevant internal teams.
• Maintain professional and timely communication with customers and internal stakeholders.
• Communicate regularly with US-based Finance and other global teams, primarily through written communication and recurring meetings.
• Participate in occasional customer meetings, product demonstrations, exhibitions, or other business activities.

Requirements

• 1−3+ years of experience in sales operations, commercial operations, sales administration, order management, customer coordination, logistics, import/export, retail operations, or another relevant operational role.
• Hands-on experience working with documentation, records, spreadsheets, CRM/ERP systems, or operational reporting.
• Strong proficiency in Excel and/or Google Sheets and confidence working with large amounts of structured data.
• Experience using CRM, ERP, or other business systems; ability to quickly learn new tools and workflows.
• Strong attention to detail and ability to identify inconsistencies in data, documents, pricing, or records.
• Strong organizational skills and ability to manage multiple parallel tasks, requests, and deadlines.
• Ability to coordinate effectively across different functions, including Finance, Legal, Logistics, and Sales.
• Strong follow-through and willingness to proactively follow up with stakeholders to ensure tasks are completed.
• High level of responsibility, accuracy, discretion, and reliability.
• Strong written communication skills and ability to process customer requests professionally.
• English at B2 level or higher, sufficient for written communication and regular meetings with international colleagues.
• Bachelor’s or Master’s degree.
• Willingness to travel within Ukraine occasionally for customer meetings, demonstrations, exhibitions, or other business activities.

As a Plus

• Experience in defense-tech, dual-use technology, high-tech, manufacturing, retail, logistics, or import/export environments.
• Experience working with military, governmental, or institutional customers.
• Experience with Odoo and/or Salesforce.
• Familiarity with Ukrainian government procurement, B2G sales processes, or related commercial procedures.
• Understanding of Ukrainian military or governmental organizational structures.
• Experience working with contracts, commercial documentation, order processing, or compliance-driven workflows.
• Previous military, law enforcement, or broader defense-sector experience.

We Offer:

• Full-time position & official employment
• Competitive salary (determined individually based on experience and interview results.)
• Paid vacation and sick leave according to Ukrainian legislation
• Medical insurance
• Reservation from mobilization
• Friendly and people-oriented team culture
• Have opportunities to work on an innovative and impactful product

Please note: If you don’t hear from us within two weeks of submitting your application, it means that we have decided not to move forward with your application at this time. We truly appreciate your interest in joining our team and the time you invested in applying. Thank you for your understanding!