Sales Operations Specialist

3 days ago

West Chester, United States Bow Robotics Full time

Bow Robotics, an Addtronics company, provides spare-parts, rebuild & repair services, preventative maintenance and emergency response services for industrial robots used by customers in a variety of end markets across the country. Located in West Chester, Ohio, Bow has a diverse robotics team include electrical, mechanical, and software engineers that focus on building long-term relationships with our customers based on trust and dependability.


Position Summary:

Bow Robotics is seeking a detail-oriented and organized Sales Operations Specialist to support our sales and operational functions. This role will manage customer onboarding, order processing, quoting, and other vital tasks to ensure seamless operations across various departments and proactive communications with our customers. The ideal candidate will be highly adaptable, able to manage multiple priorities, and communicate effectively between sales, operations, and customers.


Essential Functions and Responsibilities:


  • Manage the onboarding process for new customers, ensuring a smooth transition.
  • Handle Return Merchandise Authorization (RMA) and part request inquiries, ensuring timely responses and resolutions.
  • Assist with quoting for preventive maintenance (PM) services, field services, part sales, repairs, and urgent needs.
  • Independently research and create quotes for part compatibility and replacement numbers.
  • Monitor the status of open quotes, including:

-Repairs that are pending purchase orders (POs)

-PO follow-up for field service jobs or soon to be performed jobs

-Expired or soon-to-expire quotes, proactively reaching out to customers to facilitate timely action.

  • Support sales forecasting efforts for the BOW & Addtronics “Leadership Team”.
  • Provide customers with preventative maintenance preparation documents and follow up documentation once services are completed.
  • Generate order acknowledgments to confirm all job details with customers.
  • Input jobs into ERP system, as well as other tracking systems, maintaining accuracy and constancy across data systems.
  • Assist the Operations Manager with maintaining the Operations Schedule for field service as well as repair work.
  • Maintain accurate records of bookings and quotes in the system for reporting and analysis.
  • Oversee the invoicing process to ensure timely and accurate billing, collaborating with accounting and communicating with customers when discrepancies arise.
  • Verify orders and invoices for accuracy, ensuring all details match across departments.
  • Manage the vendor onboarding process and distribute POs to vendors efficiently.
  • Compile customer-facing documents and reports for distribution.
  • Develop an in-depth understanding of Bow Robotics' services, pricing, cost structures, and part sourcing to support decision-making and quoting.
  • Support local BOW customers and travel onsite as needed for support.
  • Implement best practices and streamline sales operations systems to improve efficiency
  • Act as the key link between the sales team, operations, and other departments, ensuring smooth communication and operational flow.


Qualifications Desired:

  • Bachelor’s degree or equivalent work experience in sales operations, customer service, dispatching or a related field. (REQUIRED)
  • Proficiency in MS Office, especially Excel (REQUIRED)
  • Experience in a customer service or sales operations role
  • Experience with dispatching, scheduling, or service management systems (preferred)
  • Familiarity with Salesforce or other CRM
  • Experience with quoting tools and service management platforms such as Service Fusion, “SalesForce CRM” Quoting Module.
  • Exceptional attention to detail and accuracy
  • Must be tech-savvy, with the ability to quickly learn and adapt to new software, systems, and technologies.
  • Strong organizational and time management skills
  • Excellent written and verbal communication skills
  • Ability to handle multiple priorities and meet deadlines in a fast-paced environment


Travel

Travel to support the business is required and expected to be less that 15%.


EEO Statement

It is the policy of Addtronics, LLC to provide equal employment opportunities to all persons. In accordance with anti-discrimination laws, it is the purpose of this policy to effectuate these principles and mandates. Addtronics prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations.

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