Customer Service & Support Specialist

Sales Service Associate

Lumitex

We are looking for a detail-oriented and customer-focused Sales/Order Administrator to join our growing commercial team. In this role, you will act as the primary order entry/customer service/accounting point of contact for customers, including key medical device accounts, while supporting internal teams to ensure smooth order management, efficient sales operations, and accurate administrative coordination.

• Act as the primary order entry/customer service point of contact for Phototherapy customers, providing professional communication, service excellence, and support throughout the sales cycle.
• Manage the full order process from entry to confirmation, including sales and shop order creation, order changes, RMA requests, and customer follow‑up, ensuring accuracy and compliance with company procedures.
• Review and coordinate incoming quote requests, working closely with the sales team to ensure timely and accurate responses.
• Maintain and update customer accounts, sales data, and documentation within CRM and ERP systems.
• Partner with operations, quality/regulatory and engineering teams to track order status, delivery schedules, and other customer requirements.
• Prepare and distribute various order and sales reports, production schedules, performance metrics, and analytical tools to support business operations.
• Proactively engage with customers regarding large or high-value invoices, ensuring timely payment and prompt follow‑up on overdue payments.
• Contribute to cash flow forecasting by providing regular updates on the timing and status of expected customer payments.
• Coordinate with finance on payment applications, handling of credit notes, refunds, or adjustments as required.
• Verify and monitor customer credit limits.
• Serve as the backup for Accounts Payable (A/P) processing when required.
• Ensure compliance with company policies, contractual obligations, and industry regulations in all sales‑related documentation.
• Contribute to continuous process improvement initiatives to enhance sales operations efficiency and customer satisfaction.

Minimum of 2–3 years of experience in a sales administration or related role, preferably within manufacturing, engineering, or the medical device industry. Proficient in Microsoft Office Suite, and ability to quickly learn and navigate Lumitex ERP (Macola), customer portals (GEHC SSO), and Hub Spot (CRM).

• Bachelor’s degree in business administration, Sales, Marketing, or a related discipline preferred; equivalent professional experience will be considered.
• Exceptional organizational skills, accuracy, and attention to detail.
• Strong written and verbal communication skills with the ability to interact professionally with both internal and external stakeholders.
• Proven ability to manage multiple priorities and deadlines in a fast‑paced environment.
• A customer‑focused and solutions‑oriented approach.

• Opportunity to work on innovative medical technologies that improve patient outcomes.
• Collaborative and growth‑oriented work environment.
• Competitive salary, benefits, and professional development opportunities.