Sales Ops Administrator

This is a fully remote position, open to applicants in United States.

📋 Description

• Daily manage backorder and non-shipping reports to identify impacted orders proactively.

• Oversee processing, rejected, and on-hold orders, ensuring each reaches a confirmed ship date or a documented resolution.

• Update Account Managers and customers regarding changes in order status.

• Verify inventory across partner warehouses and initiate reroute requests when stock is available at different locations.

• Take ownership of the backorder ticket queue from start to finish and escalate tickets nearing service thresholds.

• Investigate and suggest alternative products and substitutions.

• Validate Operations-recommended substitutes and maintain a reference library of approved substitutions.

• Identify missing or inactive catalog products and submit requests for Product ID creation.

• Prepare weekly allocation reports, draft physician allocation communications, and load allocated items into customer carts.

• Monitor allocation uptake and escalate any unclaimed allocations.

• Facilitate allocation transfers between accounts and maintain the allocation tracking system.

• Supervise the Savings Analysis Quote processes by comparing customer pricing against Pipeline contracts and GPO pricing.

• Reconcile pricing in portals, contracts, and invoices, addressing any discrepancies.

• Compile pricing and savings summaries for business reviews, renewals, and onboarding processes.

• Collaborate with Account Management and Operations regarding order exceptions, documenting agreements.

• Keep order, ticket, and account records updated in Zoho CRM.

• Generate weekly reports for Sales leadership.

• Document standard operating procedures and identify systemic data, process, and tooling issues.

• Utilize AI tools daily for communications, report analysis, vendor portal/document data extraction, and product specification verifications.

• Develop, maintain, and document lightweight workflow automations.

• Propose and implement the automation of repetitive tasks in collaboration with the technology team.

• Ensure accuracy of AI-generated outputs prior to delivery to customers or Account Managers.

⛳️ Requirements

• A minimum of 3–5 years of experience in sales operations, sales support, customer service, or order management within medical, surgical, pharmaceutical, or another regulated distribution field.

• Practical experience with distributor and manufacturer portals, including stock lookup, backorder, non-shipping reports, and substitution research.

• Preferred Bachelor's degree or equivalent relevant practical experience in an administrative role.

• Proficiency in CRM platforms and Microsoft/Google Sheets, including formulas and pivot tables.

• Experience with Zoho is a plus.

• Ability to read product specifications and determine if an alternative is a true equivalent.

• Strong current AI skills, including regular use of AI assistants for research, data extraction, drafting, summarization, and analysis.

• Ability to craft prompts that yield reliable and consistent results.

• Proven experience in automating repetitive tasks using AI tools, no-code automation platforms, scripting, or CRM workflow builders.

• Strong attention to detail and comfort managing data accuracy and volume under tight deadlines.

• Excellent written and verbal communication skills in English.

• Capability to apply critical and analytical thinking to solve problems and streamline processes.

• Ability to independently manage recurring workflows with minimal supervision.

• Skill in collaborating with cross-functional teams in a remote, metrics-driven environment.

• High level of discretion and sound judgment in handling pricing and account information.

• Determination in following issues through to resolution.

🏝️ Benefits

• Flexible remote work arrangement.

• AI-focused work environment with daily utilization of AI tools.

• Opportunity to create and maintain workflow automations.

• Collaboration with the technology team to automate recurring processes.