Sales Operations Coordinator/Administrative Assistant

Sales Operations Coordinator / Administrative Assistant

Bio-Medical Instruments – Full Time (Onsite 9am-5pm Mon-Fri)

Bio-Medical Instruments is looking for a reliable, detail-oriented team member to support our sales and customer operations. This role is a mix of administrative work, customer communication, and internal coordination.

This is not a “sit and wait for instructions” position. The right person will take ownership of daily tasks, stay organized without constant direction, and be comfortable making decisions about what needs attention and what can be handled independently.

What You’ll Be Responsible ForDaily Operations

• Enter and process customer orders accurately in Salesforce
• Maintain and update customer records, including account categorization
• Monitor shared email inboxes and assign messages to the appropriate team member
• Handle incoming phone calls and route or resolve them appropriately
• Assist the shipping department with picking and packing orders.

Customer Support

• Answer common customer questions about products, availability, and orders
• Help customers understand basic product differences and compatibility
• Provide quotes and follow up on requests
• Assist with returns, exchanges, and order issues

Coordination & Support

• Ensure emails, calls, and requests are handled or assigned correctly
• Follow up on open items to make sure nothing falls through the cracks
• Support the team with quotes, orders, and general coordination
• Creating packages (counting electrodes, packaging support)
• Assist with logistics like trade shows, travel, and scheduling when needed

Marketing Support (Weekly)

• Help prepare and send weekly marketing emails (Dotdigital)
• Maintain email lists and ensure campaigns are executed on time
• Optionally contribute ideas in marketing discussions

Qualifications

• Strong attention to detail and organization
• Ability to manage multiple tasks and switch context quickly
• Clear, professional communication (written and verbal)
• Willingness to learn new systems and product information
• Someone ok with dogs (we are a dog friendly office)
• General computer proficiency (email, data entry, basic systems)
• Friendly, professional customer service attitude
• Ability to work both independently and as part of a team
• Resourceful and proactive problem-solving skills
• Previous office experience preferred (not required)
• High school diploma or equivalent / Associates Degree or higher preferred

Systems You’ll Use

• Salesforce
• Gmail / Google Workspace
• Magento (eCommerce platform)
• Dotdigital (email marketing)
• ShipStation (shipping/logistics)
• RingCentral (phone system)
• Wordpress
• Microsoft Office

Growth Opportunity

This role is designed to grow over time. As you become more familiar with our products and processes, you’ll take on more responsibility in customer support, order coordination, and internal operations.

Schedule

• Full-time, Monday–Friday
• 9:00 AM – 5:00 PM

Compensation & Benefits

• $15 – $18 per hour (based on experience)
• HAP HMO Healthcare (100% employer-paid premium)
• Optional dental/optical (100% employer paid premium)
• 401(k) match and profit sharing after 1 year
• Paid Time off

About Us

Bio-Medical Instruments is a small, close-knit team of 7 employees with over 50 years of

experience in biofeedback and neurofeedback equipment and supplies. We pride ourselves

on maintaining a relaxed, supportive, and team-oriented work environment.

Our office culture is laid-back but productive—some days are fast-paced and busy, while

other days are more flexible. We also have a dog-friendly office, so candidates must be

comfortable around dogs.

Learn more: www.bio-medical.com

Job Type: Full-time

Pay: $15.00 - $18.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person