Proposal for the Sales Operations Coordinator role
DentistFindSales Operating System
I take care of the messy operations work so you don't have to, and I automate it so your life gets easier. This is exactly how I'd build your sales operating system, part by part.
Prepared byMuhammad Arsal Murad
DateNovember 2026
ShiftRemote, 6 AM or 9 AM EST
Use ← → or the arrows below. Most slides are clickable.
01 · The problem
The CEO still rebuilds the sales picture himself from chats, meetings and records.
Leads, appointments, proposals and follow-ups live in different places. Nobody can say in one minute what's happening, what's stuck and who owns it. Here's what changes once the system is running:
01
Daily picture before your day starts
Warm leads, appointments, overdue tasks, stuck deals and missing owners on one screen.
02
A CRM you can trust
Every open deal has a stage, owner, next step and date. Gaps get flagged, not guessed.
03
Meetings become actions
Each action has a name and a due date, and I chase it until it's done.
04
One weekly pipeline report
Appointments, proposals, wins, losses, objections, bottlenecks, risks, and what to do.
05
Clean handoffs
A handoff only counts when the receiving team accepts it.
06
Written down
SOPs and definitions, so it runs when someone's off and lives in no one's head.
02 · What I understood about DentistFind
What I know, what I'd confirm
From your job posts, brochure and website. Anything I'm guessing is marked, so nothing here reads as a made-up fact.
Known
The company
Canadian marketing tech company, about 15 years in dental
PracticeFuel platform helping practices get and keep patients
Remote team across many countries, EST hours, time tracking
Values: clarity over complexity, extreme ownership, systems that scale
From the ads
The sales side
Founder-led sales, CEO still does a lot of selling and status checking
Also hiring a Sales Manager for cadence, coaching, renewals and onboarding
Appointment setting, objection tracking and handoffs to Client Success
What the CEO looks at today, and wishes he could see
If an assumption is wrong, the structure still holds. Only stage names and owners change.
03 · Design rules
Seven rules the whole team can remember
Everything in this system comes back to these. Hover or tap a rule.
04 · The system on one page
Nine parts, one system
Clean stages and clean data make the daily picture and weekly report possible. Meetings, handoffs and objection tracking keep data fresh. Escalations catch what falls through. SOPs and automation keep it running.
05 · Part 1 · Pipeline stages
A deal only moves when it meets the rule
No-show
Rebook within 24 hours, three tries, then Nurture.
Nurture
Must have a re-contact date. No date, no Nurture.
Lost
Needs a lost reason from a fixed list. Free text alone isn't allowed.
The day limits are a starting point. After a month of real data, I'd set them from your actual cycle times.
06 · Part 2 · CRM data standard
A report is only as good as the records
Drag to a stage and see which fields are required there.
Confidence tag on every open deal
Confirmed matches what happened
Unclear missing info or a conflict, owner asked
Unverified not checked yet
The CEO sees which pipeline numbers he can rely on.
Data quality score
% of open deals with every required field, a future next step date and no conflicts. It goes at the top of the weekly report.
Goal: above 95%0%
Deal name format: Practice, City, Package. Every call, email and meeting gets a same-day note. Duplicates are merged into the older record.
07 · Part 3 · The daily sales picture
Status, ready before the CEO's day
One saved CRM view. Click a tile to see why it's there. Example numbers
Tap any tile.
Sales, Thursday
Assessments today: 4 (3 confirmed, 1 not yet, setter calling at 10)
Needs you: Maple Dental wants a call on contract length
Risks: 6 deals overdue (owners messaged); Bright Smiles no reply in 9 days
Blocked: 2 leads with no phone, asked Marketing
Data quality: 93% (up from 88%)
The morning note: five lines, not a report. (Example.)
Shift startDaily check, fix, tag, message owners
Before the CEO's dayMorning note sent
During the dayMeeting actions, handoffs, follow-ups
End of shiftRecheck; carry over or escalate
08 · Part 4 · Meetings to action records
"We should follow up" isn't an action
1
Capture
Join the meeting or get the recording and notes
2
Draft
AI drafts the summary from the transcript
3
Verify
I check every name, number, owner and date against the recording
4
Publish
Action record out within 2 hours, tasks in the CRM
5
Chase
Reminders, nudges, and overdue items go into the morning note
Decision or action
Owner
Due
Source
Status (click)
Names are examples. An action closes only when the owner confirms it and the CRM shows it.
09 · Part 5 · Weekly pipeline report
Five minutes to read, clear on what to do
Every number has a definition
Example: "Assessment held = the call happened with the decision-maker for at least 15 minutes." Agreed once with the CEO and Sales Manager, then kept fixed, so nobody argues about the data instead of acting on it.
No made-up targets
Four weeks measuring your real numbers first. Then targets are agreed from that baseline, and the report shows actual against target for each stage.
10 · Part 6 · Handoffs
Sent isn't done. Accepted is done.
Sales to Client Success checklist. Tick the items and watch the gate.
Not ready
0 of 9 items
Client Success writes the listSales agrees to it once
Deal can't move until it's completeI check the same day it's won
Accepted within 1 business dayOr sent back saying exactly what's missing
Done = accepted + kickoff bookedSigned-to-kickoff time tracked weekly
Also covered: Marketing to Sales (what a sales-ready lead is) and setter to closer (a short pre-call brief in the CRM).
11 · Parts 7 & 8 · Coaching evidence and escalations
Coach from facts, catch problems early
Objection tags Example month
Every proposal and every lost deal gets a main objection. "People say it's expensive" becomes "price on 9 of 22 proposals".
Plus a call review log for the Sales Manager, and a one-page monthly trend summary.
When I escalate
Big deal, no next step or 2+ days overdue
Sales Mgr, same day
Won deal not accepted in 1 business day
Sales Mgr + CS, same day
Complaint, or a promise we can't keep
CEO, same day
Renewal turns red inside 60 days
CEO + CS, same day
Data quality under 90%
Weekly report
What: Bright Smiles proposal, no reply in 9 days Who has it: Ahmed (closer) Impact: deal at risk, deciding this month What I'd do: CEO sends a short note today; Ahmed calls Friday
I always bring a suggestion. If I can fix it myself, I fix it.
12 · Part 9 · Documentation and automation
Process by hand first, then automate
Automating a messy process just makes the mess faster. From weeks 4 to 6, inside your current CRM first, with Zapier, Make or n8n only where needed. Switch them on:
SOP library
Daily check · Stage rules · Data standard · Action records · Weekly report · Handoffs · Escalations · Objection logging · Exceptions log. The test: could someone new cover my job for a week using only these?
0 / 9
automations on
13 · Who owns what
Nobody guessing whose step it is
I don't replace the Sales Manager or take over selling. I make sure the information is right, actions get done, and decision-makers have what they need.
14 · Scorecard
Is sales healthy? Is the system working?
Sales health
Speed to first contact
Reaching leads while they care?
Lead → assessment booked
Setter process working?
Assessment show rate
Reminders working?
Assessment → proposal
Qualifying well?
Proposal → won
Offer and close strong?
Days lead to won
Real cycle length
New monthly value won
The outcome
Renewal rate
Clients staying?
System health
Data quality score
> 95%
Open deals with a future next step
100%
Overdue follow-ups at end of day
Near zero
Meeting actions closed on time
> 90%
Won deals accepted in 1 business day
100%
CEO hours spent rebuilding status
Near zero
That last one is the real test of whether I'm doing this job well. I'd ask him every month.
15 · 90-day rollout
Learn, fix, report, automate
16 · Risks
What could go wrong, and my answer
Tap a card to flip it.
17 · Why I can build this
I've done this next to a founder who sells
That's me. Team Wild Wheelers, Piston Cup 2023. About 35 students, one buggy, built in about 45 days.
0
Sales contracts
Ran most of the agency's sales calls as GM. About USD 50k signed in six months.
5→1
Lead sources, one tracker
A 4-person BD team, follow-up dates set automatically, reminders on the right calendar.
0m
From 4 to 5 hours
An order system processing about 5,000 records a week. If it can't confirm a payment, it holds the order.
0%
Occupancy, from 46.7%
A six-apartment short-stay business. Broke even in my first month.
As General Manager (Jan to Jun 2026)
Worked with the owner daily. Kept about 15 live projects and a 10 to 20 person team moving across US, UK, Japan and Australia time zones. Turned meetings into tasks with names and dates, rebuilt sales-to-delivery handoffs, wrote the SOPs and QA checklists.
Automation
Zapier, Make, n8n and Google Apps Script. Three workflows published in n8n's official template library. ChatGPT and Claude every day, and I check the output before anyone relies on it.
Full portfolio with screenshots on the next slides.
That's me. Team Wild Wheelers, Piston Cup 2023. I got about 35 students together and we built this buggy in about 45 days.
Portfolio
The work behind this plan
Four pieces of real work that match what the role needs. Click any one to jump to it. Click any image to see it full size.
One tracker for a sales team getting leads from five places
Our leads came from the website, Upwork, Fiverr and a couple of marketplaces, and everyone tracked them their own way. Follow-ups were in people's heads, so some went out late and some never went out.
I noticed it, built a system, tested it and then pitched it to leadership. It runs on Google Forms, Sheets, Apps Script and Calendar. All four of us in BD used it every day.
My demo copy with made-up leads. Status, follow-up count, chances of closing and the next follow-up date on every row.
01
Every lead goes in through one Google Form, no matter where it came from.
02
The sheet works out the next follow-up date and suggests a reply based on budget and priority.
03
Mark a follow-up as sent and a reminder with the lead's details lands on that person's calendar.
04
When a lead converts, it moves to a separate sheet for leadership.
What broke, and how I fixed it
At first, the calendar reminders were pulling the wrong lead details. I found where the data was getting mixed up and fixed it.
The hardest part
Making it simple enough that people actually used it, without me chasing them every day.
For DentistFind
First week, I'd set up a daily view for you: warm leads, appointments, overdue tasks and who owns what. Anything stuck or without an owner gets flagged straight away.
Portfolio 02 · Order processing
Kitchen planning went from 5 hours to 30 minutes
From my 4 minute walkthrough of the live system. I've blurred the client's details.
A meal subscription business in Japan. Every Monday someone spent four to five hours turning orders into cooking and delivery lists by hand. Some boxes have allergy info, so getting an order wrong is a real problem.
InConfirmed orders from the website, every week
Checks firstIs it paid? Is the subscription active?
OutPrep lists, delivery schedule and a sheet for every box
If something doesn't check out, it goes to a person to look at. The system doesn't guess.
~600
meals a week
12,500+
meals processed since March 2026
30 min
weekly planning, down from 4 to 5 hours
For DentistFind
Same idea for your pipeline. I'd mark every deal as confirmed, unclear or unverified, so you know which numbers you can trust, and I chase the rest.
Portfolio 03 · Running an operation
I turned around a short-stay business that was losing money
Six serviced apartments in Lahore with four staff. I ran it from September 2025 to January 2026, alongside my agency job.
Start
4 months later
Monthly result
Loss
Break-even, month 1
Occupancy
46.7%
65.3%
Guest rating
~8
9.0 and 9.3
How
I wrote every process, from bookings, ID and payment checks to cleaning, repairs and escalations. I scheduled the staff and repair people around bookings, and handled pricing and listings on Airbnb and Booking.com.
Booking.com's "best apartments in Lahore" list, late 2025. The top two are ours.
Same list on Google's first page for "apartment in lahore", with both our apartments named.
For DentistFind
Same approach I'd bring to your sales process: write down every recurring step, give each one an owner, and watch the numbers every week.
Portfolio 04 · The automation side
I build the automations myself
My n8n creator page. Three of my workflows are in n8n's public template library.
Zapier Solution Partner, Silver tier. Listed in Zapier's partner directory.
n8n Verified Creator. Plus the n8n Professional, Make AI Agent Builder and IBM AI Developer certificates.
Tools I use daily. Google Workspace, Excel, Slack, Notion, ClickUp, n8n, Zapier, Make, Claude and ChatGPT.
For DentistFind
The automations in Part 9 of this plan (lead routing, reminders, stalled-deal alerts, handoff tasks) are the kind of thing I build and document myself, inside your CRM first.
Next step
Daily picture liveby week two.
Happy to walk you through the lead tracker or the order system on a call, and to go through any part of this plan in detail.
That's me. Team Wild Wheelers, Piston Cup 2023. About 35 students, one buggy, built in about 45 days.
