Sales Support Coordinator

POSITION SUMMARY:        

The Sales Support Coordinator provides administrative and operational support to the Sales team, ensuring accurate and timely processing of customer orders within the company's ERP system. This role coordinates customer-requested surveys and audits, and provides backup coverage for sales team members during absences, helping to maintain consistent service to customers.

DUTIES AND RESPONSIBILITIES: 

•  Enter and maintain customer orders in the ERP system accurately and on time, verifying customer details, item numbers, quantities, requested dates, and other required order information.
•  Review order information for completeness and consistency; obtain clarification from Sales or the appropriate internal department when information is missing or discrepancies are identified.
•  Update customer orders and related records throughout the order lifecycle in accordance with established procedures and authorized instructions; follow up on pending information and actions.
•  Coordinate the completion of customer-requested surveys, questionnaires, and supplier assessments by collecting information from the relevant internal departments.
•  Maintain tracking logs for customer surveys, assessments, and audit requests; monitor deadlines, follow up with responsible parties, and escalate potential delays.
•  Coordinate the administrative aspects of customer audit requests, including documentation collection, follow-up, and internal reviews or approvals when required.
•  Communicate with Sales, Quality, Production, and Customer Service to resolve order discrepancies and coordinate timely responses to customer information requests.
•  Provide backup coverage for assigned sales support activities during vacations or absences, including routine order processing, documentation follow-up, and customer correspondence.
•  Maintain organized, accurate, and accessible records of customer orders, correspondence, survey responses, and supporting documentation in accordance with company procedures.
•  Prepare and maintain basic order status reports, tracking spreadsheets, and summaries to help the Sales team monitor pending items and deadlines.
•  Identify recurring administrative issues, incomplete information, or process delays; communicate them to the appropriate team member and support practical improvements within the role's responsibilities.
•  Handle customer information and company records carefully, following established documentation and confidentiality procedures.
•  Support other administrative sales functions and perform other duties as assigned.

ESSENCIAL QUALIFICATIONS 

•   High school diploma or equivalent required.
•  1-3 years of relevant experience in office administration, customer service, sales support, order processing, or a similar support function.
•  Proficiency in Microsoft Office, particularly Excel, Word, and Outlook, for data entry, tracking, document preparation, and communication.
•  Ability to enter, review, and maintain information accurately in electronic systems and records.
•  Ability and willingness to learn the company's ERP system and follow established order management procedures.
•  Good written and verbal communication skills, with the ability to communicate clearly and professionally with customers and internal teams.
•  Ability to manage multiple tasks, organize follow-up activities, and meet deadlines in a fast-paced environment.
•  Ability to follow procedures and work instructions consistently while maintaining accurate and complete documentation.

PREFERRED QUALIFICATIONS 

•  Technical diploma or university diploma (Diplomado) in Business Administration, Accounting, or a related field.
•  Experience using an ERP system, order management system, or other business software.
•  Experience in sales administration, customer order processing, or customer service within a manufacturing environment.
•  Experience coordinating customer questionnaires, supplier assessments, or documentation for customer audits.
•  Familiarity with medical device manufacturing and quality management standards, such as ISO 13485

Our Recruitment Process

We strive to provide a positive and transparent recruitment experience. While the process may vary depending on the position, it generally includes:

• Application Review – We evaluate your qualifications, experience, and alignment with the position requirements.
• Initial HR Interview – A conversation to learn more about your professional background, career goals, and expectations.
• Hiring Manager Interview – A technical and role-specific discussion focused on the responsibilities of the position.
• Final Evaluation – Depending on the role, the process may include additional interviews, technical assessments, or employment reference checks.
• Background Check – The selected candidate must successfully complete the company’s required background screening process.
• Employment Offer – Once the recruitment requirements have been completed, the selected candidate will receive a formal employment offer and onboarding information.