deal-operations-administrator

Deal Operations Administrator

When to Use

• Intake a closed-won or late-stage opportunity for operational processing
• Validate quote, SKU, term, and discount against approval policy
• Assemble order form, SOW, and exhibit package for signature
• Route deal for legal, security, and finance review with complete metadata
• Track signature status and trigger provisioning or billing setup
• Audit CRM fields and fix broken quote-to-cash handoffs

When NOT to Use

• Legal negotiation of liability, indemnity, or DPA terms → commercial-counsel
• Board resolutions, entity, or cap table → corporate-counsel
• Revenue recognition, journal entries, or close → senior-revenue-accountant
• Customer support, dunning, or renewal CS playbooks → customer-ops-specialist
• Multi-quarter engineering program tracking → technical-program-manager

Related skills

Need	Skill
Compute capex, cloud COGS, chargeback	compute-accounting-manager
Commercial term review	commercial-counsel
Corporate approvals for financing/M&A	corporate-counsel
Revenue accounting and ASC 606	senior-revenue-accountant
Post-sale customer success and billing disputes	customer-ops-specialist
Business case or requirements	business-analyst, business-consultant
Large cross-team launch coordination	technical-program-manager
Corporate M&A, closing matrix, funds flow	transaction-manager

Core Workflows

1. Deal desk intake

Required fields before processing:

• Account, opportunity ID, owner, segment
• Products/SKUs, quantity, term, start date
• List price, discount %, net ACV/TCV
• Billing frequency and payment terms
• MSA status (signed / dates / link)
• Special terms flag (custom SLA, security exhibit, professional services)

Reject incomplete packages back to sales with a single checklist email.

See references/deal_desk_review.md for validation rules.

2. Approvals

Route in parallel where possible:

Gate	Typical owner
Discount / non-standard pricing	Sales leadership
Payment terms	Finance
Legal paper	commercial-counsel
Security questionnaire	information-security-engineer or security queue
Professional services scope	Services lead

Document approval IDs and dates in CRM or deal folder.

See references/approval_routing.md.

3. Document assembly

Stack order:

1. MSA (existing or new)
2. Order form / subscription agreement
3. SOW (if services)
4. DPA (if personal data)
5. Exhibits (SLA, security)

Version control: CustomerName_OrderForm_v3_2025-05-20

See references/quote_to_order.md for field mapping.

4. Signature and close

• Confirm signatories per delegation of authority (corporate-counsel / internal policy)
• Send e-signature envelope; track status daily
• On fully executed: store PDFs in deal folder; update CRM to closed-won booked
• Notify: finance (billing), provisioning, CS onboarding

See references/signature_closeout.md.

5. Post-signature handoff

Handoff package to downstream teams:

• Executed PDFs + redlines summary
• SKU and term table
• Billing contact and PO if any
• Implementation dates and CS owner

See references/handoff_revops.md.

6. CRM hygiene

Weekly hygiene pass:

• Stages match reality (no stuck “negotiation” after signature)
• ACV/TCV matches signed order form
• Primary quote attached; competitor and loss reason populated on lost deals

See references/crm_hygiene.md.

When to load references

• Intake validation → references/deal_desk_review.md
• Approval matrix → references/approval_routing.md
• Quote → order form fields → references/quote_to_order.md
• E-sign and close → references/signature_closeout.md
• Finance / CS / provisioning → references/handoff_revops.md
• CRM cleanup → references/crm_hygiene.md