Sales Operations Coordinator II

at  Thermo Fisher Scientific

JOB DESCRIPTION

As part of the Thermo Fisher Scientific team, you will discover meaningful work that makes a positive impact on a global scale. Join our colleagues in bringing our Mission to life every single day to enable our customers to make the world healthier, cleaner and safer. We provide our global teams with the resources needed to achieve individual career goals while helping to take science a step beyond by developing solutions for some of the world’s toughest challenges, like protecting the environment, making sure our food is safe or helping find cures for cancer.
Sales Operations Coordinator II
The Sales Operations Coordinator II works in a multi-cultural team and enjoys working in an international setting (EMEA region) and has a coordinating operational role in relation to various processes concerning supporting sales or account managers in back-to-back order fulfillment and aligning with all internal and external partners.

KNOWLEDGE/SKILLS/ABILITIES (KEY TO SUCCESS):

• Possess a working knowledge of the legal, financial, regulatory and business risk in sales order, contract and subcontract terms and conditions and must be able to communicate these exposures effectively and efficiently to company decision makers, when necessary.
• Understand the basics of commercial sales operations, such as pricing, delivery, Incoterms, warranty and payment terms.
• Understand revenue recognition, contracts/production holds and book and ship activities.
• Good judgment in balancing business and commercial needs and potential risks/exposures with customer requests.
• Detail oriented with a high degree of integrity, intensity, innovation and involvement.
• Show passion and dedication to meeting performance goals.
• Basic knowledge of International Trade (Export, Documentation and Export Control procedures, Incoterms, Free Trade Agreements, International distribution)
• Excellent verbal and written communication skills.
• Strong personality and able to communicate and build partnerships in mainly sales, finance, operations and other SSOC supporting positions.
• Ability to make the correct prioritizations based on the business needs or check with team members or the supervisor, especially around quarter end to ensure no booking will be missed and no revenue will be left behind.

JOB REQUIREMENTS

• High school diploma or equivalent required, preferably MBO. Validated experience in sales support, service, order fulfillment or business administration is preferred.
• Proficient in English and in one other languages: which could be German, French, Spanish or Italian
• Good knowledge of CRM, QAD, CORA and Microsoft Office packages, such as Outlook, Excel, Word and PowerPoint.
• Demonstrated ability to multi-task, work within tight schedules and under pressure, both independently and as part of a team. Strong interpersonal skills with a collaborative / integrative style of working to reach common goals and objectives.
• Ensure all areas of personal responsibility are handled promptly, accurately, and with outstanding support.
• Excellent verbal and written communication skills.
• Flexible to adept other business necessities or duties when needed or assigned.

KEY AREAS OF RESPONSIBILITIES:

Administratively supporting account managers in their operational activities in CRM and Order fulfillment with a main focus on Electron Microscopy products or Desktop Sem products – 80% proficient and skilled/trained for all regions/markets and businesses.
Responsibility includes – Revenue tracking, Order acceptance & order screening, Booking Sales Orders, Booking and handling of orders including Accessory orders, full factory delivery coordination, invoicing, administrating customer acceptance.

OPERATIONAL TASKS/A DAY IN THE LIFE:

Provide effective support to the Sales teams, Service teams, Business partners and other customer!

• Be the critical single point of contact to address questions in sales process and provide maximum support to Sales to relieve administrative tasks.
• Responsible for clean booking of orders and review customer Purchase Orders and coordinate cleaning of orders, including following up on required approvals.
• Acquire credit approval from Finance.
• Follow trade compliance guidelines and follow up with internal regulations/approvals.
• Actively confirm orders to customers in a timely manner.
• Pushing orders to the factory in accordance with the targets.
• Ensure that clean order entry is maintained within various fields in the various tabs in CRM.
• Coordinate with the factory to ensure the shipment leaves the factory and is delivered to our customer during their allotted shipping timeframe.
• Build factory intercompany order in QAD following internal processes.
• Issue and post a clean financial invoice for the customer or internal purposes in QAD.
• Initiate and process Free of charge orders aligned with the account manager, including follow up on approvals.
• Upload Certificates of acceptance and warranty start documents in CRM.
• Communicate using standard trigger e-mails to service enabling them to update the install base.
• Handling of DOA (dead on arrivals) requests following the IPR (Install Part Request) process.
• Check and/or issue export documentation such as commercial invoice and certificate of origin where needed for export control.
• Acts as liaison with Accounts Receivable to resolve billing issues and deliver resolution with team, ensure credit notes are validated and accurately processed.
• Participate in alignment calls or meetings with team members to give accurate updates on orders.
• Promptly use of Cora SeQuence in all the communications with internal and external partners.
• Accurate use of all communications available with distributors or end customers (Email via Cora, Conference calls via teams or phone calls).
• Make sure new customers and suppliers are set up in the ERP system by using standard templates, equipment, and processes.
• Ensures compliance with company revenue recognition policies for booking and shipment of orders.
• Ensures all released processes and procedures are implemented and respected and alert, and record results.
• Ensures SOX, Legal and ISO compliance.