Sales Operations Specialist

Job Description

Job Description

Sales Operations Specialist

Physical Electronics USA | Chanhassen, Minnesota

Do you enjoy bringing order and visibility to complex sales processes?

Are you skilled at coordinating quotes, orders, forecasts, shipments, and customer requirements without letting important details fall through the cracks?

Physical Electronics USA is seeking a detail-oriented Sales Operations Specialist to support and improve our sales operations processes.

This position serves as a central coordination point between Sales, Accounting, Service, Purchasing, ULVAC-PHI, customers, forwarders, and global representatives. The ideal candidate is organized, analytical, process-focused, and comfortable managing multiple priorities in a technical business environment.

What You Will Do

Sales Operations and Process Improvement

• Coordinate sales activities from quote preparation and purchase order review through order entry, shipment, customer acceptance, and billing.
• Maintain accurate CRM records, forecasts, order logs, shipment information, margin worksheets, and customer documentation.
• Create and improve workflows, checklists, templates, reports, dashboards, and operating procedures.
• Use CRM, Excel, automation, and AI-assisted tools to improve accuracy, visibility, and efficiency.
• Provide regular updates regarding open orders, shipments, customer commitments, delays, risks, and required follow-up.

Forecasting, Financial, and Order Support

• Create the sales forecast using information provided by the Sales Director and regional sales personnel.
• Maintain accurate shipment and customer acceptance forecasts by coordinating with Service and ULVAC-PHI.
• Create and analyze accounting margin reports and worksheets.
• Review quotes and customer purchase orders for accurate pricing, configurations, delivery terms, warranties, payment terms, acceptance requirements, and special conditions.
• Coordinate with Sales, Accounting, management, and customers to resolve commercial or documentation issues.
• Support billing accuracy, letters of credit, bank guarantees, advance payments, and special invoicing requirements.

Shipment and Customer Coordination

• Maintain current production, shipment, delivery, and customer acceptance information for open orders.
• Coordinate shipment readiness with ULVAC-PHI, Purchasing, Sales, customers, and forwarders.
• Support import and export documentation, commercial invoices, packing lists, shipping instructions, and customer notifications.
• Track planned shipment dates, customs clearance, delivery status, delays, and related risks.

Tenders and Special Requests

• Gather commercial, technical, pricing, certification, and supporting documentation.
• Track customer quote requests, special configurations, approvals, pricing, margins, assumptions, and open issues.
• Perform other duties as assigned.
• Coordinate RFQs, RFPs, RFIs, tenders, and related internal deadlines.

What We Are Looking For

• At least five years of experience in sales operations, commercial operations, order management, technical sales support, customer operations, or a related field.
• Experience supporting complex business-to-business sales involving quotes, purchase orders, contracts, billing, shipments, and cross-functional coordination.
• Strong CRM and Excel skills, including reporting, formulas, pivot tables, data validation, forecasting, and margin analysis.
• Strong organizational, analytical, communication, and follow-up skills.
• Ability to identify problems, manage competing deadlines, and escalate risks appropriately.
• Experience improving workflows, standardizing procedures, or implementing business tools.

Preferred Qualifications

• Associate or bachelor’s degree in business, operations, supply chain, logistics, accounting, technical administration, or a related field. Equivalent experience may be considered.
• Experience with scientific instrumentation, capital equipment, technical manufacturing, or engineered products.
• Experience with international shipments, Incoterms, import/export documentation, tenders, or commercial contract requirements.
• Experience with Salesforce, Power BI, Power Automate, workflow automation, or AI-assisted business tools.

Compensation and Benefits

The anticipated starting salary range for this position is $75,000 to $90,000 annually. The actual starting salary will be determined based on the selected candidate's relevant experience, qualifications, skills, and internal equity.

Physical Electronics USA offers a comprehensive benefits package that includes medical, dental, and vision insurance; a 401(k) retirement plan; paid time off; paid holidays; disability and life insurance; and other company-sponsored benefits and programs. This position may also be eligible for company profit sharing or other incentive compensation in accordance with applicable company plans.

Why Join Physical Electronics?

Physical Electronics develops advanced scientific instrumentation used in semiconductors, energy storage, advanced materials, coatings, and other innovative technologies.

In this role, you will have the opportunity to improve important sales processes, work across multiple departments and global partners, and make a visible impact within a collaborative and specialized organization.

Apply today to help strengthen the systems and processes that support PHI’s customers and sales organization.

Physical Electronics USA is an equal opportunity employer. We consider qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law.