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

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:

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

Approval routing

Table of contents

1. Threshold examples 2. Tracking

Threshold examples

Customize to company policy:

Tracking

Log in deal record:

• Approver name, date, channel (email, workflow tool)
• Version of document approved
• Expiry if approval time-bound (e.g., 30 days)

CRM hygiene

Table of contents

1. Weekly checks 2. Stage definitions

Weekly checks

• Closed-won without executed contract attached
• ACV mismatch > 1% vs order form
• Opportunity open past close date
• Missing primary quote on late-stage deals
• Duplicate opportunities for same renewal

Stage definitions

Align sales and deal ops on when to move:

Do not use Closed Won before fully executed PDFs.

Deal desk review

Table of contents

1. Intake checklist 2. Common rejects

Intake checklist

• [ ] Opportunity linked to correct legal entity customer
• [ ] Bill-to and ship-to / tenant IDs if applicable
• [ ] SKU list matches approved price book
• [ ] Term and auto-renewal match quote
• [ ] Discount within delegated authority or approval attached
• [ ] MSA in force or new MSA path started
• [ ] DPA required? Data types described
• [ ] PS SOW matches SOW template fields (dates, milestones, fees)

Common rejects

Handoff to finance and CS

Table of contents

1. Handoff email template

Handoff email template

Subject: Closed — [Customer] — [Opp ID]

**Signed:** [date]
**Effective:** [start]
**ACV / TCV:** [amounts]
**Products:** [SKU summary]
**Billing contact:** [name, email]
**PO:** [number or N/A]
**Special terms:** [SLA, PS, security — or None]
**Docs:** [link to executed folder]
**CS notes:** [onboarding priority, risks]

Finance: confirm invoice schedule and revenue start per senior-revenue-accountant policy. CS: trigger onboarding playbook per customer-ops-specialist.

Quote to order

Table of contents

1. Field mapping 2. SKU table

Field mapping

Reconcile currency and tax treatment with finance before send.

SKU table

Attach to internal deal folder:

Must match provisioning and billing system product codes.

Signature and closeout

Table of contents

1. Envelope order 2. After execution

Envelope order

Typical signing order:

1. Customer signatory 2. Company signatory (per DOA) 3. Optional countersignature

Include only final PDFs; no tracked changes in signature copy.

After execution

• [ ] Download fully executed PDF set
• [ ] Update CRM: stage, close date, booked ACV/TCV
• [ ] Create billing subscription or send to finance queue
• [ ] Open implementation / onboarding ticket
• [ ] Archive in contract repository with metadata tags