Integrated Sales & Service Operations Specialist (onsite)

Paragon Care Philippines, Inc.; Makati; On-site; PHP 558,000 - 893,000; Full time

Job summary

Paragon Care Philippines, Inc. is seeking an Integrated Sales & Service Operations Specialist to provide end-to-end operational and administrative support across Sales, Service, Logistics, and Operations.

You will ensure timely service delivery, accurate order fulfillment, and compliant tender management while coordinating with engineers, customers, and internal teams. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a

Qualifications

• Bachelor’s degree in Business Administration, Supply Chain, Marketing, or a related field.
• 2–4 years of experience in operations, logistics, sales support, or service coordination.
• Experience in healthcare, medical devices, or technical equipment industry is an advantage.
• Strong organizational and coordination skills, with high attention to detail.

Responsibilities

• Coordinate service schedules, engineer requirements, and job priorities.
• Assist in sales support, quotations, and order fulfillment processes.
• Manage full order lifecycle from quotation to delivery and billing.
• Maintain accurate service, sales, and operational records.
• Coordinate with customers and suppliers to align schedules and delivery.
• Support tender, quotation, and commercial documentation processes.
• Assist in marketing events and sales enablement activities.
• Prepare and submit sales and service reports and documentation.
• Identify process gaps and propose improvements.
• Adhere to Quality Management System, safety, and ethical standards.

Skills

Strong organizational & coordination

Attention to detail

Communication & interpersonal skills

Work under pressure & manage multiple|

Problem-solving & process improvement

MS Office

Education

Bachelor’s Degree in Business Administration, Supply Chain, Marketing, or related field

Tools

MS Office

ERP/CRM systems

Job description

Job Summary

The Integrated Sales & Service Operations Specialist provides end-to-end operational, administrative, and coordination support across Sales, Service, Logistics, and Operations functions. The role ensures smooth execution of service delivery, sales order fulfillment, tender management, and customer support activities while maintaining accuracy, timeliness, and compliance across all processes.

Key Responsibilities

1. Service Operations Coordination

• Coordinate service schedules, engineer requirements, and job priorities
• Ensure timely preparation and release of parts for service activities
• Monitor service job status and follow up pending service actions
• Track parts movement and service execution requirements
• Ensure smooth coordination among engineers, customers, and internal teams

2. Sales Support & Order Fulfillment

• Assist Sales team in preparing quotations, proposals, and supporting documents
• Monitor customer PO submissions, approvals, and payment follow-ups
• Coordinate order processing from quotation to delivery and completion
• Support customer delivery coordination and execution
• Ensure accuracy and completeness of sales and service documentation
• Monitor and track demo units
• Monitor and track new installations
• Assist in marketing events

3.Parts, Service Order & Billing Management

• Prepare quotations for hospitals covering parts and labor charges
• Manage full order lifecycle:
  • Quotation preparation
  • Parts ordering and supplier coordination
  • Delivery scheduling
  • Installation coordination
  • Final billing and documentation
• Ensure compliance, accuracy, and proper documentation at all stages

4. Inventory, Documentation & Administrative Support

• Maintain accurate service, sales, and operational records
• Manage contracts, vendor invoices, service reports, and quotations
• Ensure proper filing, document control, and retrieval systems
• Prepare operational reports and summaries as required
• Provide administrative support including photocopying, printing, binding, and document formatting

5. Supplier, Customer & External Coordination

• Coordinate with customers for service requirements and schedules
• Follow up suppliers on parts availability and delivery timelines
• Ensure alignment between sales, service, and logistics requirements
• Support issue resolution and escalation when necessary

6. Tender, Quotation & Commercial Documentation

• Assist in Request for Tender (RFT) and quotation preparation processes
• Compile tender responses using standard templates
• Prepare, organize, photocopy, and bind tender submissions
• Ensure timely and complete submission of commercial requirements
• Maintain proper records of all bids, tenders, and quotations
• Assist in the preparation, compilation, and submission of accreditation requirements for customers, partners, and regulatory or institutional compliance
• Support the renewal and updating of accreditation documents to ensure continuous eligibility for participation in tenders, hospital approvals, and other commercial requirements

7. Marketing, Events & Sales Enablement Support

• Support sales and marketing launch plans and campaigns
• Assist in mail-outs, promotional distribution, and product launches
• Coordinate logistics for trade shows, exhibitions, and events
• Prepare and distribute materials (enveloping, labeling, photocopying, packaging)
• Assist in training coordination and preparation of manuals and presentations

8. Reporting & Documentation

• Prepare and submit sales reports, including but not limited to:
  o Sales reports: Revenue, forecast, etc.
  o Service reports: Service revenue recognition, Service revenue deferral, etc.
• Ensure complete and organized documentation for audits and compliance reviews
• Prepare and provide reports to Management and Operations, as needed

9. Continuous Improvement & Operational Support

• Identify process gaps and recommend improvements
• Participate in trainings, projects, and company initiatives
• Support achievement of operational, sales, and service KPIs

10. Additional Responsibilities & Compliance

• Depending on business needs, the supervisor may assign additional temporary or regular duties not explicitly included in this job description
• The employee is expected to understand and comply with the company’s Quality Management System (QMS)
• The employee must observe and practice all workplace safety rules, security policies, and procedures established by the company
• The employee is required to understand and comply with the business conduct and ethical standards of the company

Qualifications

Education

• Bachelor’s Degree in Business Administration, Supply Chain, Marketing, or related field

Experience

• 2–4 years experience in operations, logistics, sales support, or service coordination
• Experience in healthcare, medical devices, or technical equipment industry is an advantage

Skills & Competencies

• Strong organizational and coordination skills
• High attention to detail and accuracy
• Strong communication and interpersonal skills
• Ability to work under pressure and manage multiple priorities
• Strong problem-solving and process improvement mindset
• Proficient in MS Office and ERP/CRM systems
• Familiarity with logistics, inventory, or importation processes

Key Performance Indicators (KPIs)

• Order processing accuracy rate (target: ≥ 98%)
• On-time service coordination and completion rate
• Quotation turnaround time (within agreed SLA)
• Inventory accuracy and discrepancy rate
• Timely submission of reports and documentation
• Customer satisfaction feedback (internal/external stakeholders)
• Tender/quotation submission success rate and timeliness
• Reduction of operational delays due to coordination gaps

Working Relationships

• Internal: Sales Team, Service Engineers, Logistics, Finance, Regulatory, Marketing
• External: Customers (Hospitals and Distributors), Suppliers, Freight Forwarders, 3PL Providers, Regulatory Agencies