Sales Operations Coordinator

WAZER; City of Yonkers (NY); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Health benefits

Paid time off

Flexible environment for personal projects

Job summary

A precision manufacturing company located in Yonkers, NY is seeking a Sales & Operations Coordinator. This role involves supporting sales, operations, and finance functions, alongside coordinating marketing activities for trade shows. Ideal candidates are detail-oriented, proficient in Microsoft Office Suite and CRM systems, and can manage multiple tasks in a fast-paced environment. The position offers a competitive salary ranging from $50,000 to $70,000 annually, along with bonuses and health benefits.

Qualifications

• Strong focus on details with a systematic approach to work.
• Able to handle multiple tasks effectively in a fast-paced environment.
• Proficient in Microsoft Office Suite and CRM software.

Responsibilities

• Manage order entry and customer communications.
• Process customer orders and create work orders.
• Handle invoicing and monitor customer accounts.
• Coordinate marketing activities for trade shows.

Skills

Attention to detail

Systematic work style

Numerical proficiency

Communication skills

Time management

Education

Experience with CRM systems

Proficiency with Microsoft Office or Google Suite

Tools

Hubspot

Microsoft Excel

Job description

WAZER makes waterjet cutters for every shop, enabling in-house manufacturing of precision parts in any material. WAZER recently launched WAZER Pro, a powerful and productive waterjet that marks a significant advancement in the technology. As a growing, profitable company, we are hiring a Sales & Operations Coordinator to support key business functions in the sales, operations, finance and marketing departments.

YOUR DAILY ROLE

• Receive, review, and enter orders accurately into company’s CRM system (Hubspot)
• Communicate order status, delays, or issues to customers and to sales representatives
• Monitor the general sales inbox. Respond to inbound emails or forward them to the appropriate department
• Package sales samples for Sales Engineers
• Receive and verify incoming RFQs from resellers and send formal quotes
• Collect and report on resellers’ monthly sales data

Operations

• Process customer orders on company’s CRM
• Export orders from CRM to our order management system on a daily basis
• Create work orders on our order management system and work with warehouse technician to fulfill the order along with checks and sign offs.
• Verify product availability, pricing and delivery timelines before confirming orders and respond to customer inquiries
• Handle order amendments, cancellations, or replacements when needed
• Place direct orders with our abrasive supplier to fulfill end customer orders
• Work with freight forwarders in dealing with delayed shipments
• Expediting request for rush orders and altering sales orders and shipping information as required
• Review and reconcile all freight forwarder invoices to confirm the charges are accurate and correspond with the rates outlined in the original quote. Promptly elevate any identified discrepancies to the Operations Manager for review
• Coordinate with customers to arrange pickups for returns and Trade-Up orders
• Order office supplies (stationary, snacks, etc) when an item is depleted

Finance

• Generate and send invoices to customers once the order ships or when the customer requests
• Send payment receipts to customers on request
• Monitor customer accounts to identify overdue invoices and outstanding balances
• Follow up with accounts payable to receive payments on past due invoices
• Deposit physical checks
• Review all inbound payments and attribute them to an order in the CRM
• Identify payment discrepancies and coordinate with appropriate departments to resolve it
• Prepare and collect payments from customers who want to pay off their remaining balance
• Prepare 5x monthly sales reports used as inputs to our bookkeepers for accounting and tax purposes

Marketing

• Book team travel and accommodations for trade shows
• Travel with the sales and marketing team to staff our booth at trade shows
• Pack and unpack the crates of supplies and machines for our booth
• Coordinate with the trade show venue to book the needed booth infrastructure and outbound and return freight for our supplies

QUALIFICATIONS

• Focused on details and double checking work
• Good at following standard-operating-procedures and doing things systematic
• Excited about a work style that includes being behind the desk, on the phone, and in the warehouse
• Good with numbers and working with spreadsheets, including pivot tables, VLOOKUPs and charts
• Proficiency with Microsoft Office Suite (Word, Excel and Powerpoint) or Google Suite (docs, sheets, and slides) and any large OMS or CRM (ie. Sales Force, Hubspot)
• Able to jump between related, but different fields every hour (eg. invoicing, logistics, customer relationship management)
• Ability to self prioritize tasks and manage time efficiently in a fast paced environment
• Excellent interpersonal and communication skills

COMPENSATION

Compensation includes $50,000 - $70,000 annual salary (depending on experience), bonus, paid-time-off and health benefits.

LOCATION & ENVIRONMENT

WAZER is located in Yonkers, NY. This is a 100% onsite role.

You’ll be working in an environment that is simultaneously our office, ideation studio, research lab, workshop and fulfillment center, all under one roof. This allows us to collaborate and learn each other’s area of expertise, providing better solutions to our customers.

Our facility becomes a playground in the off hours. You are encouraged to design, make, and work on whatever personal projects you may have at the time. You will see electric vehicles, race car parts, plants, and art pieces around the office. Who knows what inspiration we use for the next problem we need to solve at WAZER!