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Sales Coordinator

Company: Scanlan International
Location: Saint Paul
Posted on: June 6, 2021

Job Description:

POSITION / JOB SUMMARY:

The Sales Coordinator is responsible for assisting the Sales department with sales functions, processing incoming/outgoing correspondence, assisting outside Sales associates with requests, assisting distributors/independent reps and end-user/direct customers with sales functions, monitoring files, data entry, filing, processing quotation, pro forma, cross reference and custom instrument requests, processing literature and sample requests, researching, entering, proofing and processing sales leads, assisting with hospitality for guests, backing up Sales Operations associates as directed.

Position Responsibilities / Essential Functions:

Percentage Time

Accountability

10%

ADMINISTRATIVE TASKS:

  • Assist with any administrative aspects of business and any duties required.
  • Type correspondence (faxes, letters, e-mails, etc.), proofing or error and grammar.
  • Process correspondence accordingly (i.e. fax, e-mails, mail, distribute, etc.)
  • Check and process incoming e-mails/faxes/mail daily.
  • Forward copies of evaluations and large orders on a daily basis, as designated.
  • Monitor and assist or forward e-mails received from the sales@scanlangroup email address to appropriate person.
  • Mail, e-mail/scan and/or fax correspondence to distributors/independent reps.
  • File documentation and correspondence/information weekly or more often if needed.
  • Coordinate annual turnover of documentation for department and monitor/maintain warehoused documents.
  • Keep outside sales associates informed of incoming faxes or other information via phone, fax or e-mail on a daily basis or as needed.
  • Miscellaneous typing and duties as needed.
  • Send packages monthly (or more often if required) to outside Sales associates and track receipt.
  • Assist with data entry for Travel Schedule and the Open IR Invoice report.
  • Assist with ordering Scanlan business cards for sales associates, distributors and independent reps as needed.

5%

FIELD TRIP REPORTS AND OPPS MAPS:

  • Receive, record, and distribute field trip reports and opportunity maps for outside Sales associates.
  • Maintain all relevant information logs and files for field trip reports and opportunity maps as appropriate.

35%

PROCESS PRICING REQUEST / QUOTES AND PRO FORMA INVOICES:

  • Review and process product requests received by non-distributors, including obtaining needed approvals, processing pro forms, coordinating order processing and processing commission credits if appropriate.
  • Process quotations for distributors/independent reps requesting samples/literature.
  • Process custom quotations working with the Instrument Department, Distributor and Customer.
  • Create sales history reports as requested and provide pricing to customers based on results.

5%

CROSS REFERENCE REQUESTS:

  • Work in conjunction with Instrument Department for cross-references and Customer Service Department for formal quotations/pro forma invoices as needed.
  • Forward information as requested with copies to appropriate Sales and Marketing associates.
  • Work with Instrumentation and requestor to provide purchasing information on custom instrument requests (including details on which the end-user is for each request).

5%

SAMPLE AND LITERATURE REQUESTS:

  • Process any literature or sample requests received. Sending the necessary correspondence and copies to appropriate people.
  • Log all sample and literature requests in the appropriate database.

%

PROCESS SALES PROGRAM REQUESTS:

  • Process sales program requests (i.e. Surg-I-Band carousel, exchange programs, etc) as needed and maintain log of program details.

30%

MEETING LEADS:

  • Research leads from meetings via the internet or appropriate website
  • Enter incoming leads from meetings and other requests as appropriate, into database.
  • Proof and forward leads to appropriate distributor/independent rep and copy appropriate Sales and Marketing associates.
  • Confirm receipt of leads with distributor/independent rep.
  • Forward leads where we do not have a distributor/independent rep assigned to the Sales Manager for the territory.
  • Processing letters/follow up emails to the leads and any related sample/literature requests.
  • Follow up directly on meeting leads for areas where Scanlan does not have a distributor.
  • Maintain checklists and files for each meeting.
  • Assist and manage leads that are direct territories.

5%

EDUCATION WORKSHOPS:

  • Work with Marketing to coordinate scheduling of distributors/rep education.
  • Coordinate the registration of distributor/rep attendees for education workshops (initial and advanced).
  • Work with Operations to prepare for any hospitality needs for education events.
  • Coordinate the pre and post education needs.

5%

AUTHORIZATION LETTERS:

  • Upon request, prepare, obtain approval and provide authorization letters to distributors. File in electronic and hard copy folders.
  • Assist with legalization of authorization letters to include notarization, apostille, etc. as required by distributor.

%

MISCELLANEOUS:

  • Assist with specific requests from outside Sales associates with information or assistance with distributors and independent reps.
  • Assist with hospitality for guests visiting the Scanlan office.
  • Miscellaneous projects as assigned.
  • Review processes for improvement and notify Sales Operations Manager of any suggested changes that will increase efficiencies in t asks.

QUALIFICATIONS:

Required Qualifications:

Education:

  • Two + years business school or related relevant experience.

Experience:

  • Experience in working in a Sales Operations/Administration Support position for 2 + years.

Skills:

  • Intermediate Microsoft Office skills required.
  • Word processor, spreadsheet skills, typing, adding machine and fax.
  • Filing skills .
  • Word processing or typing requires majority of time.

Preferred Qualifications:

Experience:

  • Customer Service experience including clerical duties, i.e. typing and filing.
  • Working with customer requests and sales reps in the field.
  • Experience with technical/business writing and good communication.

Skills:

  • Experience with Access or other database.
  • International experience .

Success Factors / Abilities:

  • Requires four to six months to reach adequate performance levels.

Physical Demands

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this Job, the associate is regularly required to stand, walk, sit and use hands to manipulate, handle, or feel objects, tools, controls, manufacturing equipment and office equipment. The Associate frequently is required to talk and hear. The associate must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

Work Environment

The work environment characteristics described herein are representative of those an associate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

Keywords: Scanlan International, St. Paul , Sales Coordinator, Other , Saint Paul, Minnesota

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