Sales Operations Coordinator

Position Type: Full-time

Location: Philippines (Remote)

Schedule: 8:30PM - 5:00PM EST

About the Company

Our client is a leading developer of universal docking stations and connectivity solutions, trusted by IT departments and consumers worldwide. We pride ourselves on delivering better products, better information, and better support. As we continue to expand our global footprint, we are looking for a highly organized Sales Operations Coordinator to serve as the operational backbone of our sales team. You will ensure our internal data systems, procurement workflows, and sales processes

About the Role

As a Sales Operations Coordinator, you will serve as the central link between sales, finance, and logistics, ensuring the seamless execution of B2B sales operations. Your role will focus on managing end-to-end order processing, maintaining strong relationships with key distributors such as Ingram Micro, TD Synnex, and D&H, and ensuring accuracy within the CRM system.

You will play a critical role in keeping operations running smoothly by overseeing data integrity, managing inventory and pricing, coordinating logistics, and handling Return Merchandise Authorizations (RMAs). Through your attention to detail and proactive coordination, you will help ensure timely order fulfillment, accurate reporting, and a reliable experience for both internal teams and external partners.

Responsibilities

Order Processing & Administration

• PO Vetting & Entry: Review incoming Purchase Orders (POs) to verify pricing, Minimum Order Quantities (MOQ), and inventory availability. Create and clone Quotes and Deals in Zoho CRM, ensuring accurate entry of payment terms, shipping priority, and discounts.
• Direct Sales Management: Manage the specific workflow for direct accounts by verifying tax certificates, generating PDF quotes, and coordinating with Finance for electronic invoicing.
• Backorder Management: Identify constrained or NBO (New Back Order) items; communicate Estimated Time of Arrival (ETA) to customers or request cancellations for discontinued items.
• Compliance: Verify that dropship resellers are not on the internal Blacklist prior to processing orders.

Distributor Channel Management

• Workflow Differentiation: Distinguish between Stock/Replenishment orders (handled via shipping logs) and Dropship orders (processed in CRM) for both Ingram Micro and TD Synnex.
• International Processing: Process Ingram Canada orders with specific attention to international settings, including CAD currency, International global destination, and DAP (Delivered at Place) Incoterms.
• MOQ Enforcement: Push back on TD Synnex regarding MOQs for specific categories like laptop docks and power strips, requesting revised POs when necessary.
• Stock Recommendations: Format inventory data from the Channel Inventory Dashboard and email weekly stock recommendation lists to distributor buyers.

Logistics & Fulfillment Coordination

• 3PL Management (Deliverr): Manually enter orders into the Deliverr Seller Portal for specific dropship or replenishment requests, selecting appropriate service levels (typically 3-Day) and verifying stock availability.
• Shipping Coordination: Email the internal shipping team with PDF attachments for stock and replenishment orders to be entered into shipping logs.
• Order Fulfillment Data: Retrieve tracking numbers and freight costs from fulfillment portals and update the CRM Fulfillment Information Section to trigger final invoicing by Finance.
• Open PO Reporting: Maintain and update the Ingram Open PO Tool and TD Synnex Open Stocking Report daily. This involves ensuring ship dates and tracking info are accurate and communicating status updates to distributors via Zendesk.

Data Reporting & CRM Maintenance

• Daily POS Reporting: Download, format, and file Point of Sale (POS) reports from partners (Ingram, Synnex, CDW, B&H, etc.). Post daily summaries of large sales and total figures to the POS Daily Sales Space chat.
• Data Scrubbing: Export data from partner portals (e.g., CDW), clean the data (formatting dates, removing columns), and update internal tracking spreadsheets.
• New Product Setup: Create new product records in the CRM, inputting SKUs, descriptions, pricing tiers, country of origin, and harmonized codes provided by marketing.

Returns (RMA) & Customer Support

• RMA Processing: Validate return requests, ensuring all required data (SKU, reason, proof of purchase) is present. Create Return records in CRM and assign RMA numbers.
• Lifecycle Management: Monitor open RMAs; follow up on missing tracking numbers after 30 days and verify Proof of Delivery (POD) with carriers before closing files.
• Discrepancy Resolution: Investigate claims of shortages or over-shipments by comparing shipping logs with carrier tracking. Generate packing slips or PODs as requested by partners.
• Zendesk Management: Manage incoming tickets related to orders, stock inquiries, and returns, classifying and closing them appropriately (e.g., closing Stock Recommendations as Notification).

Competencies and Qualifications

Must-Have:

• 2-3 years of similar experience in order processing, sales operations, or B2B sales
• Zoho CRM proficiency (or similar CRM platform experience)
• Google Sheets proficiency, including formulas such as ImportRange and XLOOKUP
• Understanding of tech sales industry preferred
• Strong organizational and attention-to-detail skills
• Excellent communication abilities
• Ability to work with automated formulas and pricing document creation

Nice-to-Have:

• Understanding of tech sales industry
• Experience handling B2B sales is a plus

What We Offer

• 100% Remote Work
• 13th Month Pay
• Healthcare (HMO)
• Comprehensive Fringe Benefits package
• Paid Service Incentive Leave (SIL)
• Paid Philippines Holidays
• Free Learning and Development Programs

Application Process

We understand that searching for a new job can be challenging, and we're here to support you every step of the way. Our goal is to make the process as transparent and respectful as possible.

The interview process includes a Recruiter Interview and Client Interviews. As part of the process, candidates complete a hands-on task during the technical interview. Throughout each stage, we keep you informed and provide feedback as quickly as possible, ensuring you feel valued and supported throughout your journey with us.

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