Sales Operations Coordinator

Astrophysics Inc.; California (MO); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical, dental and vision benefits

401K with employer match

Paid holidays and PTO

Job summary

Astrophysics Inc. in City of Industry, CA, is seeking a Sales Operations Coordinator to provide daily admin and operational support to the sales team.

You will manage orders from receipt to shipment, coordinate with Engineering, Planning, Purchasing, Production and Logistics, and keep stakeholders updated on status and timelines. Ideal candidates have a Bachelor's degree in business, 1–2 years in sales support, and proficiency with ERP/CRM and Microsoft Office; bilingual English/Spanish is a

Qualifications

• Bachelor’s degree in business administration or related field.
• 1–2 years of sales support or customer service experience.
• Experience with ERP or CRM platforms preferred.
• Proficiency with Microsoft Office.
• Strong attention to detail and ability to manage multiple priorities.
• Bilingual English/Spanish preferred.

Responsibilities

• Process customer orders from receipt of purchase order through shipment by reviewing documentation, entering sales orders, maintaining order records, and ensuring all required information is available for order fulfillment.
• Review purchase orders against approved quotations to verify pricing, payment terms, quantities, product configurations, accessories, delivery requirements, and other customer-specific details; resolve discrepancies before processing the order.
• Prepare and maintain accurate order documentation, including quotations, purchase orders, order acknowledgments, accessory information, customer correspondence, and other records associated with each order.
• Coordinate order requirements with Engineering, Planning, Purchasing, Production, Logistics, and other internal teams to address questions, confirm requirements, establish timelines, and keep orders progressing toward completion.
• Provide sales representatives, customers, agents, and internal departments with timely updates on order status, changes, expected completion dates, shipment information, and issues requiring attention.
• Prepare order, backlog, and sales activity information for internal meetings and reporting, ensuring data is current and accurately reflects the status and priorities of active business.
• Monitor shared sales communications, tender websites, opportunity databases, and other designated sources for new inquiries or potential opportunities; record and route information to the appropriate sales representative.
• Support customer-facing sales activities by coordinating the logistical details of customer visits, product demonstrations, dealer meetings, and sales events, including schedules, transportation, lodging, meals, facility tours, and meeting arrangements.
• Track outstanding sales and customer requests through resolution, maintaining clear records of follow-up and communicating with the appropriate internal personnel to address issues, obtain missing information, or elevate matters when necessary.

Skills

Attention to detail

Organization

Verbal and written communication

Bilingual English/Spanish

Education

Bachelor's degree in business administration or related field

Tools

ERP systems

CRM systems

Microsoft Office

Job description

Astrophysics Inc. is a global leader in X-Ray security inspection systems, dedicated since 2002 to making the world safer through advanced screening technology. Our systems protect critical infrastructure in over 150 countries, serving airports, government buildings, military bases, and more. We are a fast-growing, dynamic company seeking a Sales Operations Coordinator to join our headquarters in City of Industry, CA.

Job Summary:

The Sales Operations Coordinator provides day-to-day administrative and operational support to the sales team, helping ensure customer orders, sales activities, and related processes are completed accurately and efficiently. This position serves as a key liaison between Sales and internal departments while maintaining accurate information, coordinating follow-up, and supporting a positive customer experience throughout the order lifecycle.

Essential Functions:

• Process customer orders from receipt of purchase order through shipment by reviewing documentation, entering sales orders, maintaining order records, and ensuring all required information is available for order fulfillment.
• Review purchase orders against approved quotations to verify pricing, payment terms, quantities, product configurations, accessories, delivery requirements, and other customer-specific details; resolve discrepancies before processing the order.
• Prepare and maintain accurate order documentation, including quotations, purchase orders, order acknowledgments, accessory information, customer correspondence, and other records associated with each order.
• Coordinate order requirements with Engineering, Planning, Purchasing, Production, Logistics, and other internal teams to address questions, confirm requirements, establish timelines, and keep orders progressing toward completion.
• Provide sales representatives, customers, agents, and internal departments with timely updates on order status, changes, expected completion dates, shipment information, and issues requiring attention.
• Prepare order, backlog, and sales activity information for internal meetings and reporting, ensuring data is current and accurately reflects the status and priorities of active business.
• Monitor shared sales communications, tender websites, opportunity databases, and other designated sources for new inquiries or potential opportunities; record and route information to the appropriate sales representative.
• Support customer-facing sales activities by coordinating the logistical details of customer visits, product demonstrations, dealer meetings, and sales events, including schedules, transportation, lodging, meals, facility tours, and meeting arrangements.
• Track outstanding sales and customer requests through resolution, maintaining clear records of follow-up and communicating with the appropriate internal personnel to address issues, obtain missing information, or elevate matters when necessary.

Education and Experience:

• Bachelor’s degree in business administration or a related field required.
• 1 to 2 years of experience in sales support, customer service, or a related role preferred.
• Experience using ERP or CRM platforms preferred.
• Proficiency with Microsoft Office.
• Strong attention to detail, organization, and ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Bilingual English/Spanish skills preferred.

Position Type/Expected Hours of Work:

• Non-exempt
• Hours: 8:00AM to 5:00PM
• (Hours subject to change depending on the needs of the Business)

Benefits & Perks:

• Excellent medical, dental and vision benefits
• 401K plan with 4% employer match
• 11 paid holidays, 10 PTO days
• Free donuts on Fridays, company luncheons and year end party!

Be part of a meaningful security mission with opportunities for personal and professional growth and development. Join our Astrophysics family today!

Equal Opportunity Employer

Astrophysics Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. For accommodation requests, please contact Human Resources at [phone].