Sales Operations Coordinator

JOB DESCRIPTION — Sales Operations Coordinator (Intake & Lead Qualification)
Company: HK Development Group / The Builder Nation

 Location: Remote

 Employment Type: Contractor (1099)

 Compensation: $1500-$2000 (Base Retainer) + Performance Bonuses

WHO WE ARE
HK Development Group is a vertically integrated ADU and small-scale infill development firm in San Diego. We help homeowners, investors, and high-income earners build wealth through real estate development, ADUs, and small multifamily projects. Our company is fast-growing, highly professional, and known for our systems, transparency, and client-centered approach.

We are now hiring a Sales Operations Coordinator — the first point of contact for all incoming leads, responsible for intake, qualification, scheduling, follow-up, and CRM hygiene.

This is NOT a closing role and NOT a high-pressure sales job.

 This is an operationally-minded, client-facing coordinator role for someone who loves being organized, responsive, and reliable.

THE ROLE (Overview)
The Sales Operations Coordinator is the engine that keeps our sales pipeline moving.

 You will:
Answer inbound calls (during business hours)

 Make warm outbound calls to webinar registrants, inbound leads, and past contacts

 Qualify prospects using a clear script & checklist

 Route qualified leads to the appropriate next step

 Schedule 15-minute "Strategy / Scope Calls" for the CEO

 Maintain a clean, accurate CRM

 Ensure follow-ups happen on time through calls, text, and email

 Support the sales team by preparing notes, summaries, and updates

 Manage show rate by sending reminders and confirmations

 Track every lead through the intake → feasibility → design → construction pipeline

 Your success comes from consistency, organization, and responsiveness — not pressure selling.

RESPONSIBILITIES
1. Intake & Qualification
Become the first point of contact for inbound leads

 Call new leads within minutes whenever possible

 Ask key qualification questions:

Do they already own a property?

 Are they planning a purchase?

 What's their timeline?

 What's their budget or financing plan?

 Are they interested in partnering on development or investing?

 Determine whether they should:

Book a strategy call

 Go straight into a feasibility study

 Be categorized as long-term nurture

 

2. Scheduling & Calendar Management
Schedule qualified leads onto the CEO's calendar

 Prioritize hot leads (same/next-day when appropriate)

 Use time blocks for warm/cold leads

 Send text/email reminders to ensure they show up for the call

 Maintain show-rate KPIs

 

3. CRM & Pipeline Ownership
Own the entire CRM pipeline

 Update lead statuses daily

 Add detailed call notes

 Ensure no lead falls through the cracks

 Tag leads appropriately (inbound, webinar, investor, design-build, etc.)

 Maintain 100% pipeline hygiene

 

4. Follow-Up & Lead Nurture
Follow up with feasibility study prospects

 Follow up on unpaid invoices

 Follow up with leads who reschedule or no-show

 Follow up with webinar attendees

 Follow up with event attendees

 Strengthen lead engagement over time

 

5. Outbound (Warm) Calling
Call webinar leads

 Call event leads

 Call older leads to reassess readiness

 Call investors to qualify timeline, goals, and strategy

 Transfer true "hot leads" directly to the CEO when appropriate

 

6. Administrative & Operations Support
Prepare call briefs for the CEO

 Update SOP checklists

 Send follow-up materials

 Prepare feasibility intake summaries

 Assist in improving and documenting systems

 Maintain a consistent daily workflow

 

REQUIRED SKILLS & EXPERIENCE
Must Have
Excellent spoken English (clear, friendly, professional)

 Phone confidence without being pushy

 Strong organizational skills

 Experience in intake, coordination, admin, or support roles

 Ability to follow scripts and SOPs

 Strong CRM literacy (HubSpot, GoHighLevel, etc.)

 High attention to detail

 Strong follow-through habits

 Can work reliably during U.S. business hours

 Nice to Have
Real estate experience (transaction coordinator, PM, lending, etc.)

 Construction or ADU familiarity

 Appointment-setting experience (non-aggressive)

 Mortgage or insurance intake experience

 Customer support experience in a professional environment

 

COMPENSATION STRUCTURE
A. Base Retainer
Amount TBD

 Paid monthly.

Covers:
Daily intake coordination

 CRM management

 Pipeline hygiene

 Scheduling

 Follow-ups

 Administrative support

 

B. Performance-Based Compensation

Stage
Description
Commission

Feasibility (Inbound)
Lead qualified & routed → feasibility closes
$50

Feasibility (Self-Sourced)
Personally sourced lead → feasibility closes
$150

HK Design Contract (Inbound)
Closed after feasibility review
$500

HK Design Contract (Self-Sourced)
Brought in directly by coordinator
$1,000

Construction Contract Bonus (Inbound)
Construction contract signed with HK or JH Coastal; first draw collected
$500

Construction Contract Bonus (Self-Sourced)
Same as above, but lead was self-sourced
$1,000

KEY PERFORMANCE INDICATORS (KPIs)
Measured weekly & monthly
1. Speed to Lead
Avg. response time for inbound leads.
2. Qualification Rate
% of leads successfully qualified using the script.
3. Strategy Call Show Rate
How many scheduled calls actually show up.
4. Pipeline Hygiene Score
Accuracy, completeness, and timeliness of CRM entries.
5. Feasibility Conversion Rate
Lead → feasibility study close rate.
6. Inbound vs. Outbound Activity
Calls, texts, emails logged daily/weekly.
7. Lead Progression Rate
How many leads move to the next stage in the pipeline.

WHAT SUCCESS LOOKS LIKE IN 90 DAYS
You answer inbound calls reliably during business hours

 You own the CRM without needing reminders

 No lead is ever un-contacted

 Hot leads get booked same-day or next-day

 Show rates improve from reminders

 Feasibility studies increase

 HK design/permit contracts increase

 We have real clarity on our entire pipeline for the first time

 You become the "central nervous system" of our sales process

 

IDEAL CANDIDATE (SUMMARY)
You love structure, routine, and helping people feel taken care of.

 You're friendly on the phone, but your true gift is organization.

 You like being the person who keeps everything running smoothly behind the scenes.

 You enjoy follow-up, clean systems, and predictable workflows.

 You are calm, professional, and detail-oriented.

You want a role where you can shine not by closing deals —

 but by making the sales engine run flawlessly.

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