Sales Support & Administration (Fremont)

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JOB TITLE: Sales Support & Administration (Fremont)

DEPARTMENT & LOCATION: Customer Service

REPORTS TO: Senior Sales Administration Associate

ROLE PURPOSE

This role provides administrative support to Nova Eye’s sales team and customer base, ensuring efficient operations and a high level of customer service.

The position encompasses a broad range of customer-facing and administrative responsibilities, including preparing customer quotes and processing orders, monitoring demonstration equipment, maintaining accurate sales records and CRM data, and performing general administrative duties. The role will also support distribution activities by assisting with domestic and international shipments, including incoming RMA and outgoing orders.

We are seeking a detail-oriented professional to join our growing team. In this role, you will manage the end-to-end order lifecycle, ensuring accuracy, timely fulfillment, and an exceptional customer experience. The ideal candidate thrives in a fast-paced environment, demonstrates strong attention to detail, excels at problem-solving, and communicates effectively across departments.

DIRECT REPORTS

No direct reports. Works closely with Sales Managers and Accounts Receivable Accountant.

RESPONSIBILITIES

Sales Order Processing

• Daily fulfillment of orders for new and existing customers via company’s ERP system (QAD) including sales in the USA and Internationally. Verify pricing, product availability, shipping details and lead times to ensure order accuracy.
• Provide timely response to customers confirming receipt of order and inquiries received via website, email, phone or fax. Provide daily dispatch and shipping confirmation.
• Assist sales team members with the addressing and correction of customer account, order issues and order discrepancies
• Assist sales and customer service team members with the setting up of new customer accounts

Customer Support

• Manage the RMA processes. Assist customers with complaints and returns working closely with Shipping, Accounts Receivable Accountant and Quality department to process RMA’s and maintain records used for FDA audits
• Maintain W9 and sales tax exemption certificates for US customers
• Maintain records, files, and supplies for sales and the business unit that are necessary in facilitating the work of other departments

Sales Reporting

• Prepare daily sales reports for President, Director Manufacturing and other sales leaders

Other Responsibilities

• Assist and backup Shipping and Logistics specialist by generating domestic and international paperwork for outbound shipments for sales and demo devices
• General administration as required
• Improvements to processes including modernization of current practices
• Comply with company policies and procedures
• Perform other duties as required

QUALIFICATIONS / EXPERIENCE

• Must have experience in a global customer focused service organization with the ability to communicate well with a wide range of people in an efficient and professional manner
• Preferred medical device sales and administration experience
• Experience with QAD (or equivalent ERP) required
• Possess excellent oral, written and interpersonal skills
• Strong computer skills including Microsoft Office suite of programs
• Knowledge of international orders would be beneficial
• Experience in export documentation and administration tasks

EDUCATION

• Business School, Associates degree or equivalent is advantageous

OTHER QUALITIES

• Must be detail-oriented, highly organized and possess the ability to multi-task
• A high level of initiative, flexibility and the ability to take responsibility for activities
• Must be a team player but be capable of autonomy to achieve objectives
• Must possess the ability to adapt to innovative technologies, systems and software applications
• Must be able to handle high pressure situations and effectively prioritize workload

**Please submit Resume with a cover letter

Job Type: Full-time

Pay: $30.00 - $38.00 per hour

Benefits:

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

Application Question(s):

• How many years experience with medical device sales and administration have you had?

Education:

• Associate (Required)

Experience:

• order management and RMA processing: 1 year (Required)

Ability to Commute:

• Fremont, CA 94538 (Required)

Work Location: In person