Sales Coordinator

Werfenlife SA.

Barcelona

On-site

GBP 25,000 - 35,000

Full time

14 days+

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Benefits offered by this job

Contributory Pension Scheme

Private Medical Insurance

Medical cashplan

Employee Assistance Programme

Salary sacrifice EV car scheme

Seniorcare by Lottie

Job summary

A leading diagnostic company in the UK is seeking a person to provide support for Business Unit and Technical Services, focusing on tender applications and customer quotations. Responsibilities include managing tender documentation, updating CRM, compiling reports, and assisting with office management tasks. The ideal candidate has skills in Excel, SAP, CRM, and good relationship management. A contributory pension scheme and private medical insurance are offered alongside a flexible work environment.

Qualifications

Experience with Quality Management Systems.
Ability to deliver results in a fast-changing environment.
Strong relationship management skills.

Responsibilities

Support Business Unit and Technical Services teams with tenders and quotations.
Update and maintain company CRM with tender submissions.
Compile and distribute customer quarterly reports.

Skills

Intermediate Excel

Intermediate PowerPoint

Intermediate Word

SAP

CRM

Relationship management

Flexibility and adaptability

Solid business and financial acumen

Job description

Werfen is a growing, family-owned, innovative company founded in 1966 in Barcelona, Spain. We are a worldwide leader in specialized diagnostics in the areas of Hemostasis, Acute Care Diagnostics, Transfusion, Autoimmunity, and Transplant. Through our Original Equipment Manufacturing (OEM) business line, we research, develop, and manufacture customized assays and biomaterials. We operate directly in 30 countries, and in more than 100 territories through distributors. Our Headquarters and Technology Centers are located in the US and Europe, and our workforce is more than 7,000 strong.

Overview

To provide a full support service to all Business Unit and Technical Services teams with particular emphasis on tender application and completion and providing quotations to customers for instruments and associated reagents.

Responsibilities

Key Accountabilities

Complete and return PQQ’s, tender and supporting documentation as per ISO procedures. Record details of all tender submissions. Keep copies of tender documentation in customer files.
Check daily for newly published OJEU notices via the appropriate websites. Maintain a list of tender opportunities identified. Email details to the relevant Business Manager. Keep a PDF copy of all notices on the server.
Update all relevant information held on company CRM as necessary:
- Maintain customer contacts
- File quotations, completed tenders, contracts, OVF’s and TOP Sheets,
- File OQ’s, IQ’s, training documents and data deletion documents
Prepare all quotes including general, renewal, reagent rental proposals and billable repair quotes.
On receipt of orders, coordinate and distribute order verification forms to all relevant departments within Werfen UK. Create reagent rental contracts and issue to customers. Distribute signed contract to appropriate Werfen UK departments.
Create purchase orders as requested for any existing approved supplier and support completion of documentation for new suppliers where required.
Compile and distribute customer quarterly reports and support AS, AAM and TSM in collation of data for KPI queries
Compile, format, send and file letters as required.
Compile, update and distribute product listings for Werfen products.
Send out product update letters and mailshots.
Update and maintain logs for Exhibition Stands and other sales & marketing equipment.
Prepare training certificates for customers and issue following workshops, demo days, instrument training and business unit specific meetings.
Format, update, laminate and bind hard copy documentation as required.
Support the Marketing Manager with creation and formatting of promotional material.
Create, update and issue quote templates and letter templates to Area Account Managers.
Maintain and update generic information for tenders.
Maintain and update instrument and reagent user lists as advised by Business Manager.
Maintain scientific papers lists as advised by Business Manager / Marketing Manager.
Approve customer access requests to controlled area of Werfen UK website.
Setup of customer access for MyInstruments portal.
Coordinate updates of controlled documents; notify teams of updates.
Maintain an up to date log of all instrument orders and shipments
Monitor generic email inboxes and forward as necessary in conjunction with other sales coordinators.
Receive and direct telephone calls arriving at the sales office.
Support Logistics with shipping / handling quotations for instrument relocations and non-standard installations as and when required.
Support Marketing Communications Manager with newsletter content.
Download, collate and distribute customer feedback from returned surveys and feedback portals

Download, collate and distribute other online reports as directed (e.g. MyOrders or MyInstrument management reports)

Office Management

Maintain sales office and assigned storage spaces in a logical and tidy manner
Maintain stocks of promotional material and order additional items as necessary.
Order products using company accounts from online portals (e.g. Amazon, RS)
Create induction / training schedules for new starters.
Manage a list of workwear requirements for field support teams and place consolidated orders. On receipt, coordinate distribution via team managers

In house hospitality – reservation of meeting rooms and laboratories, plus ordering of lunches for meetings and training, with support for set out and clear up

Field Activity

Meetings, Exhibitions and Travel

Organise venues, coordinate and attend team meetings as requested to take minutes.
Circulate team meeting actions to necessary people.
Update and maintain the exhibitions schedule.
Organise, maintain and distribute the exhibition stands and equipment.
Investigate and book flights and trains as required visiting customers.
Update and maintain the exhibitions schedule and budget spreadsheets, including transparency tool.
Organise and coordinate bi-annual group meetings.
Organise and coordinate customer demo days.

Qualifications

Minimum Knowledge & Experience required for the position

Min knowledge

Intermediate Excel
Intermediate PowerPoint
Intermediate Word
SAP
CRM
Awareness of Quality Management Systems (covering quality, environmental and information security)

Skills & Capabilities