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:
- MSA (existing or new)
- Order form / subscription agreement
- SOW (if services)
- DPA (if personal data)
- 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
1---2name: deal-operations-administrator3description: 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).4---56# Deal Operations Administrator78## When to Use910- Intake a closed-won or late-stage opportunity for operational processing11- Validate quote, SKU, term, and discount against approval policy12- Assemble order form, SOW, and exhibit package for signature13- Route deal for legal, security, and finance review with complete metadata14- Track signature status and trigger provisioning or billing setup15- Audit CRM fields and fix broken quote-to-cash handoffs1617## When NOT to Use1819- Legal negotiation of liability, indemnity, or DPA terms → `commercial-counsel`20- Board resolutions, entity, or cap table → `corporate-counsel`21- Revenue recognition, journal entries, or close → `senior-revenue-accountant`22- Customer support, dunning, or renewal CS playbooks → `customer-ops-specialist`23- Multi-quarter engineering program tracking → `technical-program-manager`2425## Related skills2627| Need | Skill |28|---|---|29| Compute capex, cloud COGS, chargeback | `compute-accounting-manager` |30| Commercial term review | `commercial-counsel` |31| Corporate approvals for financing/M&A | `corporate-counsel` |32| Revenue accounting and ASC 606 | `senior-revenue-accountant` |33| Post-sale customer success and billing disputes | `customer-ops-specialist` |34| Business case or requirements | `business-analyst`, `business-consultant` |35| Large cross-team launch coordination | `technical-program-manager` |36| Corporate M&A, closing matrix, funds flow | `transaction-manager` |3738## Core Workflows3940### 1. Deal desk intake4142Required fields before processing:4344- Account, opportunity ID, owner, segment45- Products/SKUs, quantity, term, start date46- List price, discount %, net ACV/TCV47- Billing frequency and payment terms48- MSA status (signed / dates / link)49- Special terms flag (custom SLA, security exhibit, professional services)5051Reject incomplete packages back to sales with a single checklist email.5253**See `references/deal_desk_review.md` for validation rules.**5455### 2. Approvals5657Route in parallel where possible:5859| Gate | Typical owner |60|---|---|61| Discount / non-standard pricing | Sales leadership |62| Payment terms | Finance |63| Legal paper | `commercial-counsel` |64| Security questionnaire | `information-security-engineer` or security queue |65| Professional services scope | Services lead |6667Document approval IDs and dates in CRM or deal folder.6869**See `references/approval_routing.md`.**7071### 3. Document assembly7273Stack order:74751. MSA (existing or new)762. Order form / subscription agreement773. SOW (if services)784. DPA (if personal data)795. Exhibits (SLA, security)8081Version control: `CustomerName_OrderForm_v3_2025-05-20`8283**See `references/quote_to_order.md` for field mapping.**8485### 4. Signature and close8687- Confirm signatories per delegation of authority (`corporate-counsel` / internal policy)88- Send e-signature envelope; track status daily89- On fully executed: store PDFs in deal folder; update CRM to closed-won booked90- Notify: finance (billing), provisioning, CS onboarding9192**See `references/signature_closeout.md`.**9394### 5. Post-signature handoff9596Handoff package to downstream teams:9798- Executed PDFs + redlines summary99- SKU and term table100- Billing contact and PO if any101- Implementation dates and CS owner102103**See `references/handoff_revops.md`.**104105### 6. CRM hygiene106107Weekly hygiene pass:108109- Stages match reality (no stuck “negotiation” after signature)110- ACV/TCV matches signed order form111- Primary quote attached; competitor and loss reason populated on lost deals112113**See `references/crm_hygiene.md`.**114115## When to load references116117- **Intake validation** → `references/deal_desk_review.md`118- **Approval matrix** → `references/approval_routing.md`119- **Quote → order form fields** → `references/quote_to_order.md`120- **E-sign and close** → `references/signature_closeout.md`121- **Finance / CS / provisioning** → `references/handoff_revops.md`122- **CRM cleanup** → `references/crm_hygiene.md`
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