Business Operations Assistant

This role supports Sales, Service, and Operations across the Americas (United States, Canada, and Latin America) by providing administrative and operational coordination between customers and internal teams. Responsibilities include order management, repair and service operations, shipping logistics, product licensing, and demo equipment processing. This position requires working at both the Allendale and Fairfield locations.

Responsibilities

• Process customer sales orders, quotations, licenses, renewals, training orders, and rental licenses in Microsoft Dynamics 365 ERP.
• Maintain accurate customer, order, and CRM records.
• Monitor pending and anticipated orders and coordinate with Sales, Production, and Operations to ensure timely processing.
• Communicate order status, estimated ship dates, and updates to customers and internal teams.
• Coordinate domestic and international shipments for customer orders, repairs, demos, and loan equipment.
• Prepare shipping documentation, generate carrier labels, and support import/export requirements.
• Track shipments and coordinate with customers, warehouse, and logistics providers to ensure successful delivery.
• Process product activation codes, software licenses, and commissioning requests.
• Support Project, Support, Customer Success, and Sales teams with product code management and customer requests.
• Serve as a liaison between customers and internal departments to resolve operational questions and provide timely updates.
• Prepare customer documentation and reports.
• Coordinate meetings, training sessions, travel arrangements, and office activities as needed.
• Provide administrative support to the Sales and Operations teams while maintaining accurate business records.

Requirements

• Associate's degree or equivalent work experience in Business Administration, Operations, Customer Service, or a related field.
• 1–2 years of experience in logistics as an admin or assistant.
• Previous experience in administrative support, sales operations, customer service, or order management preferred.
• Experience with Microsoft Dynamics 365 or other ERP/CRM systems is a plus.
• Proficiency with Microsoft Office applications, including Outlook, Excel, and Word.

Skills

Technical Skills

• Proficient in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint).
• Experience with Microsoft Dynamics 365 or similar ERP and CRM systems.
• Familiarity with travel and expense management platforms (e.g., Concur, Navan).
• Working knowledge of order management, customer service, sales operations, and business administration processes.
• Understanding of domestic and international shipping, logistics, customs documentation, and import/export requirements preferred.
• Ability to process and manage sales orders, service requests, licensing, and inventory transactions with accuracy.
• Experience generating shipping documentation and coordinating with freight carriers and logistics providers.
• Strong data entry skills with a high level of accuracy and attention to detail.
• Ability to learn and become a subject matter expert on internal systems, business processes, and operational procedures.
• Proficiency in managing multiple priorities across several departments while maintaining organized records and documentation.
• Ability to analyze information, identify discrepancies, and resolve routine operational issues.

Soft Skills

• Customer-focused with a commitment to delivering high-quality service.
• Strong verbal and written communication skills.
• Excellent organizational, time management, and multitasking abilities.
• Ability to prioritize competing deadlines and adapt in a fast-paced environment.
• Strong attention to detail with a high level of accuracy.
• Effective problem-solving skills with a proactive approach.
• Ability to build collaborative relationships across multiple departments and with customers.
• Self-motivated, dependable, and able to work independently and as part of a team.
• Demonstrates ownership, accountability, and sound judgment in daily responsibilities.
• Flexible and adaptable to changing business needs and priorities.

Work Environment

• Office environment supporting domestic and international business operations.
• Occasional lifting of demonstration equipment or shipping materials may be required (under 20 lbs).
• Flexibility to support business needs during peak operational periods.

Benefits

• Comprehensive healthcare coverage for you and your eligible family members, with 80% paid by the company.
• Savings Plan (401K) with company matching up to 4% of your pay.
• Training and internal mobility opportunities to develop your skills and career.
• Inclusive workplace that values diversity.

Pay

Starting salary from $60,000 annually, depending on experience.

A background check will be conducted in accordance with applicable laws. Employment is contingent upon the successful completion of this background check.