Operations and Sales Coordinator

Company Description
OVERVIEW OF SMILING MIND
Smiling Mind has been at the forefront of mental wellbeing innovation for over 12 years, helping minds thrive with evidence-based tools and resources. We're proud to have impacted the lives of millions of people globally.

Our mission is Lifelong Mental Fitness. We aim to create generational change in mental health, providing proactive tools and programs that help every mind thrive. So far, we've reached more than 8.6 million people through our renowned mental fitness app and more than 12.8 million young people through our app and school-based programs - but this is just the beginning.

Job Description
ROLE OVERVIEW
The Operations & Sales Coordinator plays a critical role in enabling Smiling Mind's Growth strategy, providing coordination and operational support across both education growth and fundraising/partnerships.

This role covers sales administration and reporting, prospect research, and project coordination, ensuring the School Program Success Lead and Strategic Operations Manager are well supported. It requires strong organisational capability, initiative, and stakeholder skills, with scope to directly contribute to acquisition, reporting, and delivery.

The role provides broad exposure across philanthropy, corporate partnerships, and education sales while enabling cross-team collaboration in a fast-paced growth environment.

Key Responsibilities
The Operations & Sales Coordinator provides coordination and operational support across education growth, partnerships, and team operations, ensuring effective acquisition, stewardship, reporting, and collaboration.

Education Sales & Support

• Coordinate outreach for school acquisition and churn recovery.
• Support onboarding, engagement, and customer experience.
• Maintain accurate CRM data (HubSpot) and produce sales reports, dashboards, and pipeline updates.
• Coordinate webinars, info sessions, and school-facing engagement activities.

Advancement & Partnerships Support

• Support pipeline tracking, prospect research, and preparation of donor/partner materials.
• Keep CRM records accurate for philanthropy and corporate partners.
• Assist with stewardship through events, communications, and relationship tracking.
• Contribute to grant/tender submissions and reporting/acquittals for funders.

Team & Operational Support

• Act as Growth Team's CRM "super user", ensuring clean data and effective processes.
• Develop and maintain shared resources (templates, case studies, presentations).
• Coordinate meetings, workshops, and stakeholder engagements.
• Support collaboration across Growth, Education, Programs, Product, and Marketing teams.

Key Teams / Stakeholders
The Coordinator works closely with the School Program Success Lead, Strategic Operations Manager, and Chief Growth Officer, with regular interaction across Programs, Product, and Marketing. The role underpins high-quality engagement with schools, donors, and partners, ensuring impact and revenue goals are delivered.

We are friendly and highly driven. We dream big, run at ideas, love change and innovation. We love being surrounded by people who are passionate about defining themselves and our future — and that's what we are looking for in this role.

Qualifications
SKILLS, QUALIFICATIONS AND EXPERIENCE
Skills

• Excellent organisational and administrative skills, with strong attention to detail.
• Proficiency in Microsoft Office/Google Suite and CRM systems (HubSpot, Salesforce).
• Strong written and verbal communication, including reports, proposals, and presentations.
• Ability to prioritise, meet deadlines, and support multiple stakeholders.
• Project coordination and event delivery capability.

Experience

• Demonstrated success in sales coordination, fundraising, partnerships, or account support.
• Experience supporting acquisition, retention, or customer success in education or not-for-profit contexts.
• Proven ability to maintain CRM data and produce accurate pipeline reports.
• Experience coordinating stewardship or client-facing events.

Personal Attributes

• Highly organised, proactive, and reliable with strong follow-through.
• Strategic thinker able to balance detail with the bigger picture.

Additional Information

THE VALUES WE LIVE BY AT SMILING MIND

• 100% People-first: We are dedicated to creating impact with people at the centre of everything we do.
• Changemakers: We challenge the status quo and pave new paths towards helping every mind thrive.
• Curious: We ask questions and we strive to keep learning and improving.
• Intentional: We know action is required to achieve our goals, and we're purposeful in every action we take.

We Love People Who Have

• A belief in the purpose and philosophy of Smiling Mind - that we can achieve generational change in mental health by focusing on building mental fitness skills in young people and the adults that surround them
• A desire to have a positive impact on the world – particularly through behaviour change and learning design
• The ability to blend agility and pace, with the rigour required to deliver impactful health services
• A growth mindset and willingness to learn
• Attention to detail, accountability, and ability to work to timelines and manage competing tasks
• A warm, friendly, collaborative, and engaging approach
• Alignment with our values

We're a friendly and highly driven small team with a big dream, so expect to be surrounded by people who are passionate about changing the future generations of Australians. 'Smart Hustle' is a state of mind in a not-for-profit, but we are certainly not your standard. Smiling Mind is a high-growth, fast-paced organisation more akin to a tech start-up than what you might perceive a not-for-profit to be like.

Our people have tenacity, creativity, and resilience in spades, meaning we punch well above our weight, working together as a tight-knit team to achieve great things.

You will be supported to succeed, but encouraged to use initiative to get the job done, will be challenged to perform at your very best, and in return, get the opportunity to learn from inspiring and skilled team members achieving life-changing results for our community.

Other perks include a hybrid work environment, your birthday off each year, planned development days each quarter, salary sacrificing and a Collingwood-based warehouse office, which is most definitely dog-friendly.

Smiling Mind is a child safe organisation and is committed to ensuring the safety and wellbeing of all children, at all times. All offers of employment are subject to satisfactory background checks including, but not limited to, Working with Children Check and Referee Checks.

All employees are required to adhere to Smiling Mind's Code of Conduct, Policies & Procedures, and relevant Clinical & Technical Governance frameworks. Additionally, all activities must comply with the National Digital Mental Health Standards to ensure safe, ethical, and high-quality service delivery and operational integrity.

We are committed to creating a workplace that promotes mutual learning, respect, dignity, cultural openness and an appreciation of differing perspectives and backgrounds. We encourage applications from all people regardless of age, gender, ethnicity, cultural background, or sexual orientation. It is our goal that Smiling Mind continues to evolve as a culturally safe and welcoming organisation to Aboriginal and Torres Strait Islander children, young people, families, and communities. Aboriginal and Torres Strait Islander people are encouraged to apply for this position.