Sales Operations & Office Assistant

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Position Type:

Full-time employee

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Reports To:

Manager, Accounting & Renewals

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Job Location:

U.S. Headquarters (Woburn, MA)

Please email your résumé/CV, we will contact you if we are interested in considering you for the positions.

Apply Via Email

Job Overview

The Sales Operations & Office Assistant is responsible for supporting day-to-day administrative aspects of our office including activities specific to the sales department as a key contributor to the organization.  Working in tandem with our part-time office assistant, the Sales Operations & Office Assistant ensures that tasks are seamlessly implemented and maintained.  He/she In this role, the Sales Operations & Office Assistant will coordinate, monitor and keep the fast-paced continuum amongst the various departmental functions. This role serves as the primary liaison and “go-to” person for the sales team, ensuring necessary processes, procedures, and reports are in place to optimize sales operations locally and throughout the field. Inter-departmental collaboration, efficient dynamics and streamlined results are key to the success of this position.  Responsibilities include:

General Office Assistance

  • Coordinate front desk activities such as managing the general phone line, receiving and distributing mail, etc.
  • Order and maintain stock of office supplies.
  • Ensure that common area office equipment is maintained, escalating issues as required.
  • General liaison with vendors including Cummings (property manager), office cleaners, and material suppliers.
  • General employee communications including birthday announcements, personal milestones, etc.
  • Miscellaneous administrative duties for departmental managers as appropriate.

Sales Operations

  • Follow processes and procedures for managing purchase order flow between BridgeHead and its various channels, resellers and customers. This includes:
    • Communicating with technical support, professional services (P.S.), and the maintenance renewal team regarding customer issues, installation dates, and potential attrition.
    • Understanding of BridgeHead’s quotation and sales order processes, practices, & policies.
    • Gaining an understanding of BridgeHead’s financial processes, practices and procedures to achieve efficiency.
  • Assistance with various planning aspects of the Company’s sales meetings in conjunction with marketing manager and other staff.
  • Collaborate with business development, marketing, and the office operations team on sales lead and database coordination, including but not limited to the creation and maintenance of database lists, support for promotional campaigns using Salesforce and other third-party databases.
  • Sales processing
    • Create maintenance renewal and budgetary maintenance quotations under the supervision of the manager, accounting and renewals.
    • Receive and process incoming P.O.s
    • Match P.O.s to respective quotations in Salesforce, ensuring accuracy of prices, part numbers, and the inclusion of appropriate professional services documentation (e.g. Statement of Work). If required, reach out to the appropriate parties (both internally in our sales department and externally with our business partners), should the P.O. need adjustments. Continued follow-up on such orders in order to promptly record, process and close the opportunity.
    • Coordinate and match P.O.s to partner registrations in Salesforce.com to ensure no conflicts of interest.
    • Create and process BridgeHead P.O.s to resellers in accordance with their respective sales margins.
    • Close professional services. cases in Salesforce after delivery of services, with handover to the accounting department for invoicing.
  • Licensing
    • Create temporary software licenses for new orders, delivering such licenses to the accounting operations team for end user distribution. Ensure that the appropriate staff receive copies of licenses as appropriate.
    • Track temporary license status prior to expiration, taking the appropriate actions to ensure transition to permanency.
    • Monthly distribution of permanent software licenses to end users as applicable, with copies to appropriate staff.
    • Ongoing monitoring of loaner licenses.
    • Oversee “Opportunity Owners” using the 30-day/90-day Salesforce report to ensure that the opportunities are either rolled forward or closed at month end.
    • Develop specialized skills in the use and administration of the Salesforce.com tool.

Qualifications

  • 5 years of experience in a business operations assistant role or a related position in the technology sector or a similar fast-paced environment.
  • Associate’s degree or equivalent.
  • Understanding the Salesforce application and other marketing automation tools a plus.
  • Strong verbal and written communication skills.
  • Excellent inter-personal skills with a high level of diplomacy and an understanding of collaboration and facilitation between departments and organizations.
  • Attention to detail and accuracy.
  • Ability to multi-task.
  • Self-motivator and team player.

How to Apply

Please email your résumé/CV, we will contact you if we are interested in considering you for the positions.

Apply Via Email

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.              

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