Sales Admin & AI Operations Support

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TYPE OF WORK

Full Time

SALARY

?20,000 - ?30,000 per month

HOURS PER WEEK

TBD

DATE UPDATED

Apr 11, 2026

JOB OVERVIEW

ROLE OVERVIEW

Fintonia Group is seeking a Senior Sales Admin & AI Operations Support professional to serve as the operational backbone of its sales and client engagement functions. This is not a conventional administrative role: the individual will be responsible for maintaining rigorous sales operations while independently building and managing AI-powered workflows that enhance team productivity, client responsiveness, and process quality. A non-negotiable attribute for this role is an exceptional standard of accuracy — the work product this person owns directly reflects on the firm's credibility with clients and counterparties.

The successful candidate will bring a combination of structured administrative discipline and a strong command of modern AI automation tools. Reporting directly to the Head of Sales, this person will work across sales, compliance, and operations to ensure that client onboarding and engagement workflows operate to institutional standards.

At a firm that sits at the intersection of traditional finance and digital assets, the ability to translate operational complexity into streamlined, technology-enabled processes will be a direct contribution to commercial outcomes.

KEY RESPONSIBILITIES:
1. AI Workflow Design & Maintenance
- Own the design, build, and ongoing maintenance of AI-assisted workflows across sales operations, client communications, and document management.
- Identify manual or repetitive processes and deploy automation solutions using tools such as n8n, Zapier, Make, or similar platforms integrated with LLMs.
- Maintain and iterate on prompt libraries, automated response flows, and AI-assisted drafting tools used by the sales team.
- Monitor AI workflow performance, troubleshoot failures, and implement improvements in response to operational feedback.

2. Sales Operations Support
- Manage CRM hygiene and data integrity, ensuring pipeline records, contact logs, and activity tracking remain current and accurate.
- Prepare regular sales reports and performance summaries for the Head of Sales, translating pipeline and activity data into clear, actionable insights.
- Support internal reporting requirements by compiling and structuring data from CRM and other operational systems.

3. Client Onboarding & Coordination
- Manage the preparation and tracking of client onboarding documentation, coordinating with compliance and operations to ensure timely completion.
- Act as a reliable point of contact for client queries, ensuring responses are substantive, accurate, and delivered within agreed timeframes.
- Organize and support client meetings, webinars, and product demonstrations, including logistics, materials, and follow-up coordination.

4. Process Improvement
- Proactively identify bottlenecks in sales and client service workflows and develop structured proposals for improvement.
- Document operational procedures and build internal knowledge bases that reduce dependency on tribal knowledge.

REQUIREMENTS (MUST-HAVE):
- 4+ years of experience in sales support, client operations, or administrative roles within financial services or a related regulated environment.
- Demonstrated hands-on experience building and maintaining AI-assisted workflows using tools such as n8n, Make, Zapier, or equivalent automation platforms.
- Working knowledge of LLM prompt design and practical application of AI tools (e.g., ChatGPT, Claude, Gemini) in a professional operations context.
- Proficiency in CRM systems (e.g., Salesforce, HubSpot) with demonstrated experience maintaining data quality.
- Strong written and verbal communication skills in English; capable of producing client-grade documentation independently.
- Experience with client onboarding documentation or compliance-adjacent processes.
- Exceptional attention to detail — this role involves managing documentation, data, and client records where errors have direct business and reputational consequences. Candidates must demonstrate a track record of precision under workload pressure.
- Ability to work independently in a remote environment, exercise sound judgment, and escalate appropriately.

PREFERRED QUALIFICATIONS (NICE-TO-HAVE):
- Experience building internal tools or documentation systems (e.g., Notion, Confluence, Airtable).
- Background working in or with cross-functional teams spanning compliance, product, and sales.
- Bachelor's degree in Business Administration, Finance, Information Systems, or a related discipline.

SUCCESS METRICS (FIRST 6–12 MONTHS):
- At least 3 recurring manual workflows have been replaced or materially accelerated through AI automation, with measurable time savings documented.
- Sales reports are delivered consistently on schedule, with the Head of Sales confirming they are actionable and replacing previously manual consolidation efforts.
- Client onboarding turnaround time meets or improves on established benchmarks, with zero compliance escalations attributed to documentation errors.
- CRM data integrity score (completeness and accuracy) meets the internal standard set by the sales lead.
- Sales team reports a meaningful reduction in administrative overhead, allowing more time to be allocated to client-facing activities.

ABOUT FINTONIA GROUP:
Fintonia Group is a technology-enabled digital assets financial services platform with offices in Singapore and Kuala Lumpur. The firm combines deep institutional finance expertise with a focused mandate to bring credible, regulated financial services infrastructure to the digital assets space.

The team is composed of professionals with backgrounds at leading global investment banks and financial institutions. Fintonia operates in a dynamic, high-accountability environment where individual contributions have direct business impact and where the expectation is ownership, not execution of instructions.

Location: Remote (Philippines-based)
Work Hours: Aligned with Singapore Time Zone (SGT), Monday to Friday

Please apply through this link - ---------- .
ONLY applicants who upload CV via the link will be considered. Thanks!

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