Sales Operations Coordinator - Oxford Instruments Plc

At Oxford Instruments, we enable the world’s leading industrial companies and scientific research communities to image, analyse and manipulate materials down to the atomic and molecular level. With a sixty-year history, and fourteen Queen’s Awards for Enterprise, our world-class products and technologies are helping our customers to address the greatest challenges of the 21st century.

How we work

We’re committed to being the leading provider of high-tech products and services for the world’s most important industrial and scientific research communities. Our people are vital to our success. We strive to offer the opportunities that will attract, motivate and retain the very best talent in our sector. This involves creating an inclusive environment and culture, where difference is valued and people are recognized for what they deliver and bring to the team.

Empowering People to Make a Difference

We don’t wait for change to happen. We enable it. That’s why we aim to create the best working environment and culture for our people to thrive. We share the same goals and value diversity of thought, perspective and experience. With a focus on the ongoing development, engagement and wellbeing of our people, we know we will continue to exceed customer expectations and drive change for the future.

About the Position:  

The Services Operations Coordinator is responsible for processing new instrument sales orders for multiple divisions in the organization.  He/She/They will support the Sales Organization to help them meet or exceed all assigned Oxford Instruments, Americas (OIA) Sales Targets. The SOC will serve as the primary point of contact for the sales organization.  This individual will work closely with their manager to create a strategy to process orders promptly and efficiently.  This role will extend the sales organization's reach by collaborating directly with the overseas manufacturing and logistics team to ensure on-time order execution and delivery.

Key Responsibilities:

• Prepare order paperwork and provide administrative support to the sales team, including order processing and CRM Management, Order Support Forms and Costing Sheets
• Maintain accurate customer records in ERP and CRM
• Develop a strong working relationship with all Territory Sales Managers and Customer Service Engineers in the assigned territory. 
• Collaborate with Internal Resources, including Sales Managers, to create comprehensive strategies for order entry to support growth in assigned territory
• Work with Applications and Service Engineers to coordinate spare parts for ongoing installs
• Order Backlog Management, maintain and provide resolution for open sales orders
• Work with Sales and Service Managers to close and invoice outstanding sales orders
• Liaison between sales, legal, customer, and customer/purchasing teams regarding approval of legal terms and conditions
• Work with the factory to follow orders/paperwork and make corrections to orders as needed, relay customer readiness for delivery of shipment back to factory
• Coordinate final delivery details with the freight team and customer
• Participate in manufacturing status meetings to track the progress of projects through the factory and work with sales to provide shipment estimates to customers
• Coordinate with the service team on customer lab preparation meetings with customers
• Check in with customers on the progress of lab preparations
• Provide Customer acknowledgments, updates, and information in a timely manner
• Responsible for technical price consultations and justification for the Sales Team before quoting
• Provide support and cross-coverage to fellow team members to minimize department downtime
• Monitor sales inbox to respond to all incoming requests
• Monitor and report any pricing errors and discrepancies
• Develop a thorough understanding of the company industry and unique business goals and needs
• Help support the RFP/RFQ proposals and Vendor registrations for Sales Management/Sales Team
• Other responsibilities and duties upon request.

About the Candidate: 

The right candidate for this role will have 3-5 years in Sales Support, data analysis, and process improvement, with a proven track record of enhancing sales operations through effective coordination and implementation of process strategies; In-depth experience of relevant technologies, customers, and markets (preferred); Experience developing and implementing territory-specific operations strategies to achieve goals; and extensive experience with CRM platforms. Preferably SAP CRM.

Additional Qualifictions: 

• Bachelor’s degree preferred.

• Ability to demonstrate a strong understanding of, and successful track record in, sales operation coordination.
• Possesses a professional network and toolset enabling immediate results
• Scientific background or knowledge of the scientific market (preferred)
• Ability to communicate and operate as a cross-functional team with sales, customer service, field service, and other departments.
• Highly developed commercial understanding.
• Ability to multi-task in a dynamic, fast-paced environment

• Desire and capability to work well in a team environment
• Possess the ability and drive to get things done quickly
• Highly organized with a strong affinity for detail
• Excellent communication skills in various formats (verbal, ppt, excel, etc.)
• Able to accept feedback and modify approach as required
• Ability to bring teams of people together, creating alignment across functions.
• High levels of energy, resilience, and drive to achieve challenging goals.
• Ability to build effective working relationships both internally and externally across all parts of the business