Sales Operation Specialist

Job Description

Job Description

The Sales Operations Specialist plays a critical role in supporting Berlin Heart’s commercial operations by managing and optimizing customer order workflows, purchase order processing, CRM data management, and operational reporting activities. This role serves as a key liaison between customers, Business Development, Clinical Affairs, Finance, Operations, Supply Chain, and other internal stakeholders to ensure efficient order coordination, accurate documentation, and timely customer communication throughout the order lifecycle.

This position is responsible for streamlining and improving internal processes related to order intake, order tracking, CRM administration, sales reporting, and workflow optimization while supporting organizational growth and operational scalability. The ideal candidate will be highly organized, customer-focused, analytical, and capable of managing multiple operational activities in a fast-paced medical device environment.

Core Responsibilities of Sales Operation Specialist include, but are not limited to:

·        Manage customer purchase orders from receipt through processing and fulfillment coordination.

·        Serve as the primary internal resource for sales order tracking, documentation, workflow management, and customer order support.

·        Act as a customer-facing operational contact for order status updates, documentation requests, shipment coordination, and issue resolution.

·        Maintain proactive communication with customers regarding order confirmations, shipping updates, invoicing coordination, and related operational inquiries.

·        Maintain accurate customer, opportunity, inventory, and order data within HubSpot CRM and other internal business systems.

·        Develop and improve CRM workflows, dashboards, automation processes, and reporting tools to enhance operational efficiency and visibility.

·        Coordinate closely with Finance and Accounting teams regarding purchase orders, invoicing support, payment tracking, and related documentation.

·        Collaborate cross-functionally with Clinical Affairs, Operations, Logistics, and Supply Chain teams to ensure smooth order execution and customer communication.

·        Generate sales operations reports, analytics, and operational performance metrics for leadership review.

·        Monitor and track open orders, customer requests, inventory coordination activities, and operational bottlenecks to ensure timely resolution.

·        Assist in developing standardized operating procedures (SOPs) related to commercial operations, order management, and workflow optimization.

·        Support contract administration and commercial documentation processes as assigned.

·        Identify opportunities for process improvement, workflow automation, and operational scalability.

·        Provide administrative and operational support for Business Development and Marketing initiatives as needed.

QUALIFICATIONS

EDUCATION:

·        Bachelor’s degree in Business Administration, Marketing, Operations, Finance, or related field preferred.

·        Equivalent combination of education and relevant experience may be considered.

REQUIRED KNOWLEDGE :    

·        Strong organizational skills with exceptional attention to detail and process management.

·        Experience working with CRM and ERP systems, preferably HubSpot.

·        Proficiency in Microsoft Office applications, particularly Excel.

·        Ability to manage multiple priorities and deadlines in a fast-paced environment.

·        Strong analytical, communication, and problem-solving skills.

·        Experience supporting medical device, healthcare, or regulated industries preferred.

EXPERIENCE :                         

·        Minimum of 3 years of experience in sales operations, customer support, order management, commercial operations, or related business functions.

·        Experience with CRM administration, reporting, and workflow automation preferred.

·        Experience coordinating with finance/accounting teams and managing purchase order processes preferred.

Berlin Heart develops, manufactures, and markets innovative ventricular assist devices (VADs) for mechanical circulatory support. The Berlin Heart portfolio of ventricular assist devices offers you the ability to treat your patients with uni- or biventricular support as bridge to recovery and bridge to transplantation. EXCOR Pediatric is clinically reliable for support times of a few days up to several years as well as supports pediatric patients of all ages, from newborns to adolescents, with outstanding clinical performance proven in over 2,300 pediatric patients worldwide.

Company Description

Berlin Heart develops, manufactures, and markets innovative ventricular assist devices (VADs) for mechanical circulatory support. The Berlin Heart portfolio of ventricular assist devices offers you the ability to treat your patients with uni- or biventricular support as bridge to recovery and bridge to transplantation. EXCOR Pediatric is clinically reliable for support times of a few days up to several years as well as supports pediatric patients of all ages, from newborns to adolescents, with outstanding clinical performance proven in over 2,300 pediatric patients worldwide.