After Sales Specialist

JOB SUMMARY

As a key player of Lumibird’s PHOTONICS After Sales business unit in the USA, the ideal candidate will be responsible for supporting the After Sales support of existing and new customers, both nationally and internationally. The After Sales Representative will be expected to contribute to all aspects of After Sales within the company, including order entry, order verification and acknowledgement, customer follow‑ups, customer invoicing, and the associated scheduling of such activities.

The position is based in Bozeman, Montana.

There are no supervisory duties for this position.

This position is ½ time remote, ½ time in-office.

• Accurately review, acknowledge, record, monitor and revise (as necessary) all contracts, sales orders, purchase orders, and other order entries from customers, distributors and other Lumibird entities.
• Maintain customer files and assist with After Sales as needed, addressing any customer issues.
• Check customer’s terms of payment and credit lines, notifying the sales and management, as necessary.
• Update customer databases with all pertinent information, including tax , contacts, payment details.
• Follow and accurately implement the group transfer price policy.
• Issue internal purchase orders to various plants as required.
• Close out and process Return Material Authorizations (RMA) once system repairs are completed.
• Track order progress and inform customers of any delays (by coordinating with After Sales and Production departments).
• Issue delivery notes as necessary within the Enterprise Resource Planning (ERP) program.
• Ensure the ERP platform includes all relevant commercial documents for traceability.
• Provide regular (weekly) reports to After Sales manager on order status, acknowledgement status, anticipation, delays, etc.
• Provide recommendations, and implement process changes as necessary, to improve efficiency in all administration areas including quotations, order entry, acknowledgement, and invoicing.
• Support the entering orders in ERP in compliance with Customer Relationship Management (CRM) procedures.
• Support accounting department in the timely and accurate execution of supplier payments and invoicing as needed.
• Support other Lumibird sites in performing sales administration duties when necessary.
• Other duties as assigned.

• Ability to work independently, and ability to handle conflicting priorities in a multitask environment.
• Highly proficient in all MS Office applications.
• Experienced in interfacing with customers, sales staff, and managers in a team environment.
• Highly organized, with an ability to efficiently handle multiple tasks simultaneously.
• Excellent judgment, organizational, analytical and problem‑solving skills.
• Strong verbal, and written, communication skills.

• Bachelor’s or Associate’s degree in Business, Sales Administration, or equivalent experience preferred.
• Familiarity with Customer Relationship Management (CRM) platforms, such as Sales Force.
• Prior use of ERP systems – Sage X3 is a plus.
• Knowledge of international shipment, and export/import rules is a plus.

• Must be capable of sitting and working in front of a computer for long periods of time.