deal-operations-administrator

name: deal-operations-administrator description: | Guides deal operations administration—quote-to-cash coordination, deal desk intake and routing, CRM opportunity hygiene, order form and SOW assembly, approval workflows, signature tracking, and handoffs to legal, finance, and provisioning after customer signature. Use when processing a sales deal, preparing order paperwork, running deal desk checklist, fixing CRM stage/fields, coordinating signatures, or closing the loop post-signature—not for contract legal redlines (commercial-counsel), board or equity approvals (corporate-counsel), ASC 606 accounting (senior-revenue-accountant), support tickets after go-live (customer-ops-specialist), or M&A/financing closing (transaction-manager).

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