SALES ADMINISTRATION ASSISTANT

Company Profile

Within a rapidly growing dermo cosmetic company, we are recruiting a senior SALES ADMINISTRATION ASSISTANT, to run the administration of sales operations, with logistics, ERP system as well as accounting and reporting of operations.

Company sells cosmetics and medical devices to dozens of customers around the world and has demanding requirements for sales administration.

The founders of the Company, with more than 20 years of experience in the field of aesthetics, work hard to offer the best of dermo cosmetics, as well as an efficient and high paced work environment.

We work with our partners and service providers with the highest level of efficiency, honesty and high-standards of quality and commitment.

We are looking for someone with at least 5 years of sales and export administration experience. We are looking for someone with success on their job, reliable, bilingual and who will work hard and find solutions to the many daily challenges. We reward performance.

Job Description and Key Responsibilities - You will report to the Sales Director.

A - Order Management

Process orders, for distributors and direct clinics : 1) prepare and send order confirmations for approval, 2) ensure receipt of payment, 3) send picking lists to warehouse, 4) send invoices to customers, 5.

prepare customs and regulatory documents and 6.) share and save customs and invoicing information.

• Logistics & Shipping : request shipping quotes to partners, add cost to customer invoices, set-up pick-up, track and report on the logistics operations with partners.
• Ensure on-time preparation of customs and shipping documents, including invoice, COA, COO, EUR1, ATR and customs reporting and find solutions when needed.
• Customer interfacing : support customer requests : delivery tracking, management of delays, supporting custom process and claims for possible damages.
• Efficient management of sales-related documents, with ERP (Odoo), and filing system : client information, customers invoices approvals, payments tracking, and all key ADV operations.

Success Measure : independently administrate and document client orders within guidelines and ensure high-level of customer satisfaction and accuracy of operations.

B - Sales Team Support

• Update and / or create order forms (Excel & ERP)
• Maintain and manage files, trackers and sales data : distributors contact details, Marketing Support Budgets, partner share-point accesses
• Set-up bi-monthly payment runs for suppliers
• Prepare all documents and monthly updates for Accounting Team

Success Measure : provide ongoing and pro-active support to the sales operations .

QUALIFICATIONS

Min 5 years experience in sales administration (in French ADV), bilingual, with recommendations, and someone who exceeds expectations.