Sales Support Specialist

Overview

There’s never been a better time to join Stratus! As the market leader in brand implementation and maintenance, we transform how national brands connect with their customers. From exterior signage & interior branding to site refresh & remodel, from energy & lighting to repair & maintenance solutions, we deliver ideal solutions to meet all our client's branding needs.

From our locations across the country, to our corporate headquarters in Mentor, Ohio, every employee is a stakeholder in Stratus’ success. This environment offers endless career opportunities for individuals with a commitment to customer service, focus on execution and bias for action.

Job Summary:

The Sales Support Specialist provides administrative and process coordination support for customer onboarding, vendor registration, Requests for Information (RFIs), prequalification requirements, insurance documentation, and customer compliance systems.

This position serves as a central point of coordination between Sales and internal subject-matter experts. The Sales Support Specialist manages incoming requests, gathers approved information, tracks assignments and deadlines, and ensures completed materials are submitted accurately and on time.

In addition to supporting day-to-day requests, this position will help transform currently manual and decentralized activities into organized, documented, and repeatable processes. The ideal candidate is highly organized, detail-oriented, responsive, and motivated to improve how work gets done.

Responsibilities

Customer Onboarding and Prequalification

• Coordinate new customer and vendor setup requirements, including registration forms, general contractor qualifications, AIA-305 forms, prequalification packages, and customer portal submissions.
• Gather approved information and supporting documentation from Sales, Operations, Finance, Safety, Risk Management, Legal, Human Resources, and other departments.
• Track each request from receipt through completion, following up on missing information, corrections, approvals, and customer deadlines.
• Keep Sales and other stakeholders informed of request status, outstanding requirements, risks, and anticipated completion dates.

RFI and Questionnaire Coordination

• Manage RFIs, customer questionnaires, and related information requests using Responsive.
• Create projects, assign questions to the appropriate subject-matter experts, establish deadlines, and follow up on outstanding responses.
• Review completed responses for completeness, consistency, and formatting while coordinating required internal approvals before submission.
• Maintain approved responses, supporting documents, and reusable content within the Responsive content library.

Insurance and Compliance Support

• Coordinate Certificates of Insurance requests with the company’s designated insurance and Risk Management contacts.
• Maintain approved company documentation within GRMS, Avetta, and other customer or contractor compliance systems.
• Monitor document expiration dates, renewal requirements, outstanding tasks, and compliance status.
• Route specialized questions or exceptions to the appropriate department and coordinate completion without independently interpreting legal, financial, insurance, or safety requirements.

Request Tracking and Administration

• Maintain a centralized master tracker containing request owners, internal contributors, deadlines, current status, outstanding items, and completion dates.
• Organize approved company documents, templates, standard responses, and frequently requested information in a centralized location.
• Maintain authorized portal user and access records while following company-approved credential-management and information-security practices.
• Protect confidential company and customer information and distribute documents only to authorized parties.

Process Improvement and Documentation

• Evaluate existing onboarding, RFI, COI, prequalification, and compliance processes to identify gaps, duplication, delays, and unclear ownership.
• Partner with key stakeholders to develop more efficient, standardized, and scalable workflows.
• Create and maintain standard operating procedures, process maps, templates, checklists, ownership guidelines, and escalation paths.
• Track recurring issues and recommend tools, automation, or process changes that improve visibility, accountability, accuracy, and completion time.

Qualifications

Required

• 3+ years of experience in sales support, administrative coordination, customer onboarding, vendor compliance, business operations, or a related role.
• Experience working within a large B2B organization and supporting a Sales organization of 30+ employees.
• Strong organizational skills, attention to detail, and demonstrated ability to manage multiple requests and deadlines.
• Strong written and verbal communication skills, with the ability to coordinate effectively across departments.
• Proficiency with Microsoft Office and the ability to learn web-based customer, vendor, compliance, and workflow-management systems.

Preferred

• Associate’s or bachelor’s degree in Business Administration, Communications, or a related field.
• Experience coordinating customer onboarding, vendor registration, RFIs, prequalification packages, COIs, or compliance documentation.
• Experience using Responsive, Avetta, GRMS, or similar response-management and compliance platforms.
• Experience documenting processes and improving manual or decentralized workflows.

What We Offer

Culture & Growth

• Supportive, collaborative work environment
• Career growth and advancement opportunities
• Regular coaching, feedback, and mentorship to support growth

Health & Wellbeing

• Competitive medical, dental, and vision coverage
• Health Savings Accounts with employer contributions
• Flexible spending accounts
• Employee Assistance Program 

Financial Security

• Weekly pay schedule
• 401(k) with employer match
• Company-paid life insurance
• Company-paid short- and long-term disability coverage

Work-Life Balance

• Generous paid time off and company holidays
• Volunteer Time Off
• Paid parental leave

Pay Transparency

$60,000 - $70,000 Annually

This range reflects the anticipated compensation for this role at the time of posting. Actual pay may vary based on factors such as job-related skills, experience, education, location, and business needs. This position may also be eligible for bonus or incentive compensation based on individual and company performance.

Work Environment

This role operates in a office environment, with regular collaboration across teams. The position involves extended periods of sitting, computer use, and virtual communication. Physical requirements may include lifting up to 20 pounds and general movement within an office setting.

Pre-Employment Requirements

All offers of employment with Stratus are contingent upon the successful completion of a background check, in accordance with applicable laws. Certain roles, including those designated as safety-sensitive or regulated positions, employment may also be contingent upon successful completion of a pre-employment drug screening and/or other regulatory requirements.

Our Commitment to Inclusion

Stratus is committed to building a diverse, equitable, and inclusive workplace where everyone has the opportunity to succeed. We are proud provide equal employment opportunities to all employees and applicants and prohibit discrimination and harassment of any type based on race, color, religion, sex, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity, or any other protected status under applicable law.

Qualified applicants with disabilities may be entitled to reasonable accommodation under the terms of the Americans with Disabilities Act and/or certain state or local laws. Please contact people.culture@onestratus.com if you need an accommodation due to a disability to complete an application, job interview, and/or to otherwise participate in the hiring process. This email does not respond to non-accommodations related requests.

Additional Information

This job description is not intended to be a complete list of all duties or responsibilities. Responsibilities may change at any time based on the needs of Stratus.