Sales Operations Coordinator (12 Months Contract)

HSO way of working
In fulfilling our roles, we areAccountable for our own capabilities and development.Focused on delivering results without excuses, andAlive to the sensitivities, risk, and impact we have on others and work in a way that helps others do their work effectively. We are looking for people whoSee beyond self and are impact focused.Consider the needs, challenges, and objectives of every person they interact withExhibit positive reinforcement to help others succeed.
Job Description
About the role
Job Title: Sales and Operations Coordinator
Works closely with and have impact on: Linfox (4PL), Operations, Sales, Marketing and Accounting Firm
Reports to: Senior Commercial Support Specialist
Function: Global Commercial
Work Location/Site: Adelaide, Australia
Role Overview
The Sales and Operations Coordinator is a broad business support role within HOYA Surgical Optics Australia (HSOA), a global leader in ophthalmic medical technology. Working within a lean and collaborative team, the role provides administrative coordination across operations, sales, logistics, commercial and marketing activities. Acting as the key conduit between HSOA and Linfox, the Sales and Operations Coordinator helps ensure the efficient day-to-day operation of the business and continuity of product supply to customers. This role serves as the primary point of contact for the sales team on all customer-related supply queries, supports key accounts through accurate and timely order and invoice interpretation when required, and contributes to data accuracy, process efficiencies and effective stakeholder coordination across the business.
Duties and Responsibilities
Operations & Customer SupportAct as a key liaison between HSOA, Linfox, customers and internal stakeholders to support day-to-day business operations to ensure orders are fulfilled accurately, on time, and in line with customer expectations.Provide a high standard of customer service and respond to enquiries via phone and email relating to orders, logistics, product availability, invoicing and general business support.Work in collaboration with internal teams and external service providers to coordinate and resolve customer, supply chain and operational queries.Support order fulfilment, inventory allocation, returns processing and reverse logistics activities as required.Monitor and assist with the resolution of stock shortages, backorders, and other supply related issues, directing Linfox on allocation decisions where required to ensure optimal distribution of available stock.Communicate with customers as required to support order fulfilment and issue resolution.
Data and AdministrationSupport customer account setup, maintenance and change requests as required.Assist with maintenance of customer master data and other business records using Excel and other systems, including updating internal departments, 4PL provider and Accountant teams.Accurately enter, update, validate and reconcile data from multiple data sources to support business operations and reporting.Ensure accuracy, confidentiality, and integrity of all data handled in line with Australian privacy laws and internal guidelines.
Marketing & Events SupportMarketing materialsKeep file system of all available materials for use in Australia (QTY on shelf and QTY in field)Distribution of materials to all CASAssist with printing and proofing of marketing materialsRe-production of clinical papers (with approvals)Coordinate required business cards and name badges for teamConferences: Assist with logistics and administration of all major conferencesSponsorships and Meetings: Ensure CAS have correct approvals and documentation for local sponsorships and assist with marketing materials where relevantSample stock management: maintain sample inventory, monitor stock levels and coordinate the distribution of sample stock to the sales team.
GeneralBuild and maintain positive working relationships with internal and external stakeholders.Demonstrate flexibility and a willingness to support changing business priorities.Contribute to a collaborative team culture and seek opportunities to improve processes and outcomes.Always act within relevant code compliance and HOYA compliance framework
Requirements
ExperienceStrong organization and administrative skills with attention to detailAbility to demonstrate initiative
Skills/Accreditations Strong attention to detail and commitment to data accuracy.Intermediate to advanced Excel skills and other Office applications.Excellent organisational and administrative skillsAbility to manage multiple tasks and priorities in a fast-paced environmentGood communication skills, both written and verbal.Ability to follow processes and work collaboratively in a team environment.Willingness to learn and take initiative.Experience in customer service, operations, or supply chain support (preferred)