Sales and Operations Coordinator

Sales And Operations Coordinator

Zupt a Rosenxt company is a specialist in offshore survey, positioning, metrology and inspection, based in Northwest Houston, Texas. For more than 20 years, we have helped energy companies around the world install, measure and inspect equipment on the seafloor accurately and safely. We use survey and positioning technologies that we develop ourselves, and we create detailed 3D models and digital twins of subsea structures.

We are a small, technically focused team of about 25 highly skilled people. Every person plays an important role in the success of our projects.

Zupt is part of Rosenxt Holding USA LCC, a privately owned global technology group founded in 2023 by Hermann Rosen, founder of the ROSEN Group a long-established name in pipeline integrity. Rosenxt combines robotics, sensors, AI and data analytics to make critical infrastructure safer and more reliable. For you, that means the close-knit culture of a specialist company, backed by the resources and long-term outlook of a global group.

Why work for ZUPT?

Real projects, real impact.

Your work goes directly into offshore projects around the world. In a small team, your skills and ideas make a visible difference.

Houston, with global reach.

Houston is known as the Energy Capital of the World and is home to many leading offshore operators and service companies. From here, we support offshore oil and gas projects and offshore wind projects worldwide.

Room to grow.

You'll work with experienced surveyors, engineers and software specialists, and help develop our methods, tools and technologies.

Long-term stability.

As part of Rosenxt, a privately owned group that thinks in decades, not quarters, we can invest in people and technology for the long run.

If you want to solve hard technical problems and see your work make a difference offshore, we'd like to hear from you.

ZUPT seeks to add a:

Sales & Operations Coordinator

Location: Houston

Position Summary

Zupt develops and deploys specialized survey, positioning, metrology and inspection technologies for offshore and subsea projects worldwide.

The Sales & Operations Coordinator supports both departments through proposal preparation, CRM administration, equipment shipping, personnel travel and scheduling, readiness tracking, export documentation and quality administration.

Key Duties and Responsibilities

Sales Proposal & Tender Support

• Draft and assemble proposals, quotations and tender responses using approved templates, prior submissions and Sales or technical input.
• Review tender requirements; track bid documents, deadlines, reviewers and actions; obtain missing information and escalate schedule risks.
• Compile approved scopes, equipment and personnel details, deliverables, assumptions, exclusions and commercial terms into proposal packages.
• Proofread for completeness, version control and consistency; maintain templates and records. Sales handles client communications, pricing, final review and submission approval based on proposal value and risk.

CRM, Forecast & Commercial Administration

• Update Zoho CRM stages, values, dates, contacts, proposal status and next actions from Sales-confirmed information; pursue missing updates.
• Assist with sales forecasts, pipeline reports and commercial records without independently changing forecast assumptions.
• Compile approved client HSSE, Quality, insurance and prequalification documents; update supplier portals and track document expirations.
• Prepare bid correspondence drafts and meeting materials. Estimating, margin analysis, pricing spreadsheets and supplier quote collection remain outside the role.

Equipment Shipping & Logistics

• Own outbound equipment freight coordination: book carriers or forwarders, arrange collections and deliveries, track shipments and communicate status.
• Prepare shipping instructions, packing lists, invoices, waybills and export paperwork using approved information.
• Coordinate with carriers, customs brokers, recipients and internal teams; resolve routine issues and escalate cost, customs clearance, compliance or delivery schedule risks.
• Maintain shipment documentation and support return freight and demobilization when assigned.
• Book freight within approved project budgets; seek approval for exceptions. Operations authorizes equipment readiness, packing verification, technical details and export compliance checks.

Personnel Travel, Scheduling & Readiness

• Book flights, accommodation and ground transport for Operations-approved personnel assignments; maintain itineraries and manage travel changes within approved project budgets.
• Maintain offshore personnel availability, allocation and rotation schedules; coordinate mobilization and demobilization updates. Operations determines assignments.
• Track training, medicals, passports, visas and client credentials; flag expirations, arrange renewals and coordinate required training.
• Maintain competency records from approved assessments and mobilization readiness checklists; alert Operations to gaps before deployment; authorized technical personnel assess competency.

Export License & Operations Administration

• Track export licenses, covered equipment, destinations, conditions, status and expiration dates; gather application and renewal documents.
• Management or the designated export compliance owner retains license application submission and approval authority.
• Organize Operations project files, schedules, equipment documents, and mobilization and demobilization records under company document controls.
• Support Sales-to-Operations handovers with approved scopes, exclusions, deliverables, resource assumptions and client requirements.

Quality Systems & Corrective Action Tracking

• Maintain NCR records, action owners, deadlines and evidence; follow up and escalate overdue items. Quality or management approves technical NCR dispositions and formal closure.
• Organize ISO quality documents, internal audit schedules, evidence, findings and corrective-action records.
• If assigned, conduct impartial internal audits after Zupt-funded training, without auditing own work.

What You'll Bring

Required Qualifications

• At least two years in administrative, office, logistics or document coordination; degree not required.
• Excellent organization, proactive follow-up and deadline management across changing priorities.
• Accurate recordkeeping, attention to detail and discretion with confidential information.
• Proficiency in Microsoft Word, Excel, Outlook, shared files and scheduling tools.
• Clear communication with internal teams, carriers, suppliers and service providers.
• Experience with CRM or comparable software; willingness to learn shipping, travel, export and quality procedures.

Desirable Qualifications

• Offshore, subsea, energy or other project-based technical industry experience.
• Freight forwarding, customs paperwork, personnel travel booking or crew scheduling.
• 50+ Words Per Minute typing proficiency
• Zoho CRM, tender portals, export license or personnel competency tracking.
• ISO 9001, NCRs, corrective actions or internal audits; auditor certification not required.

Work Environment and Travel

Primarily Houston office-based, with remote work as assigned. The position coordinates with Sales, Operations, Engineering and outside providers. International projects may occasionally require after-hours work; routine travel is not expected.

Physical and Operational Requirements

The employee must be able to perform essential duties, with or without reasonable accommodation, including:

• Coordinating office and occasional workshop activities, including time-sensitive mobilizations.
• Extended computer-based proposal preparation, scheduling, document review and record management.
• Using Microsoft 365, CRM, logistics portals and company document systems.

Certifications and Travel Requirements

No certification or routine travel is required. Zupt may provide logistics, export and optional ISO internal auditor training at its expense.

Health, Safety, Environmental and Quality Responsibilities

• Ensuring project planning and execution address company and client health, safety, environmental and quality requirements.
• Ensuring approved procedures, task plans, risk assessments and required client approvals are in place for assigned work.
• Identifying and escalating project risks, unsafe conditions, equipment deficiencies and quality concerns.
• Supporting stop-work authority and timely resolution of unsafe conditions in accordance with company procedures.
• Protecting company and client equipment, information and property through effective project controls.
• Ensuring incidents, near misses and equipment damage are reported in accordance with company procedures.
• Maintaining traceability