Sales Operations Specialist

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Full-time Regular Professional Chanhassen, MN, US

Salary Range: $75,000.00 To $90,000.00 Annually

Do you enjoy bringing order and visibility to complex sales processes?

Are you skilled at coordinating quotes, orders, forecasts, shipments, and customer requirements without letting important details fall through the cracks?

Physical Electronics USA is seeking a detail-oriented Sales Operations Specialist to support and improve our sales operations processes.

This position serves as a central coordination point between Sales, Accounting, Service, Purchasing, ULVAC-PHI, customers, forwarders, and global representatives. The ideal candidate is organized, analytical, process-focused, and comfortable managing multiple priorities in a technical business environment.

• Coordinate sales activities from quote preparation and purchase order review through order entry, shipment, customer acceptance, and billing.
• Maintain accurate CRM records, forecasts, order logs, shipment information, margin worksheets, and customer documentation.
• Create and improve workflows, checklists, templates, reports, dashboards, and operating procedures.
• Use CRM, Excel, automation, and AI-assisted tools to improve accuracy, visibility, and efficiency.
• Provide regular updates regarding open orders, shipments, customer commitments, delays, risks, and required follow-up.

• Create the sales forecast using information provided by the Sales Director and regional sales personnel.
• Maintain accurate shipment and customer acceptance forecasts by coordinating with Service and ULVAC-PHI.
• Create and analyze accounting margin reports and worksheets.
• Review quotes and customer purchase orders for accurate pricing, configurations, delivery terms, warranties, payment terms, acceptance requirements, and special conditions.
• Coordinate with Sales, Accounting, management, and customers to resolve commercial or documentation issues.
• Support billing accuracy, letters of credit, bank guarantees, advance payments, and special invoicing requirements.

• Maintain current production, shipment, delivery, and customer acceptance information for open orders.
• Coordinate shipment readiness with ULVAC-PHI, Purchasing, Sales, customers, and forwarders.
• Support import and export documentation, commercial invoices, packing lists, shipping instructions, and customer notifications.
• Track planned shipment dates, customs clearance, delivery status, delays, and related risks.

• Gather commercial, technical, pricing, certification, and supporting documentation.
• Track customer quote requests, special configurations, approvals, pricing, margins, assumptions, and open issues.
• Perform other duties as assigned.
• Coordinate RFQs, RFPs, RFIs, tenders, and related internal deadlines.

• At least five years of experience in sales operations, commercial operations, order management, technical sales support, customer operations, or a related field.
• Experience supporting complex business-to-business sales involving quotes, purchase orders, contracts, billing, shipments, and cross-functional coordination.
• Strong CRM and Excel skills, including reporting, formulas, pivot tables, data validation, forecasting, and margin analysis.
• Strong organizational, analytical, communication, and follow-up skills.
• Ability to identify problems, manage competing deadlines, and escalate risks appropriately.
• Experience improving workflows, standardizing procedures, or implementing business tools.

• Associate or bachelor’s degree in business, operations, supply chain, logistics, accounting, technical administration, or a related field. Equivalent experience may be considered.
• Experience with scientific instrumentation, capital equipment, technical manufacturing, or engineered products.
• Experience with international shipments, Incoterms, import/export documentation, tenders, or commercial contract requirements.
• Experience with…