Business Operations Assistant

The Business Operations Assistant provides administrative and operational support for Sales, Service, and Operations across the Americas (United States, Canada, and Latin America). This role serves as a primary point of coordination between customers and internal teams, supporting order management, repair and service operations, shipping logistics, product licensing, and demo equipment while ensuring accurate processing and exceptional customer service.

This role requires working at both locations:
Allendale and Fairfield

Order & Business Operations

• Process customer sales orders, quotations, licenses, renewals, training orders, and rental licenses in Microsoft Dynamics 365 ERP.
• Maintain accurate customer, order, and CRM records.
• Monitor pending and anticipated orders and coordinate with Sales, Production, and Operations to ensure timely processing.
• Communicate order status, estimated ship dates, and order updates to customers and internal teams.

Shipping & Logistics

• Coordinate domestic and international shipments for customer orders, repairs, demos, and loan equipment.
• Prepare shipping documentation, generate carrier labels, and support import/export requirements.
• Track shipments and coordinate with customers, warehouse, and logistics providers to ensure successful delivery.

Product Codes & Customer Support

• Process product activation codes, software licenses, and commissioning requests.
• Support Project, Support, Customer Success, and Sales teams with product code management and customer requests.
• Serve as a liaison between customers and internal departments to resolve operational questions and provide timely updates.

Administrative Support

• Prepare customer documentation and reports.
• Coordinate meetings, training sessions, travel arrangements, and office activities when needed.
• Provide administrative support to the Sales and Operations teams while maintaining accurate business records.
• Office environment supporting domestic and international business operations.
• Occasional lifting of demonstration equipment or shipping materials may be required (under 20lbs).
• Flexibility to support business needs during peak operational periods.

• Associate's degree or equivalent work experience in Business Administration, Operations, Customer Service, or a related field preferred.
• 1–2-year experience in logistics as an admin or assistant
• Previous experience in administrative support, sales operations, customer service, or order management preferred.
• Experience with Microsoft Dynamics 365 or other ERP/CRM systems is a plus.
• Proficiency with Microsoft Office applications, including Outlook, Excel, and Word.

Knowledge, Skills & Abilities

• Excellent organizational, communication, and customer service skills.
• Strong attention to detail and ability to manage multiple priorities.
• Ability to collaborate across departments in a fast-paced environment.
• Proficient with business systems and technology.
• Strong problem-solving skills with a proactive approach to customer support .

Technical skills:

• Proficient in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint).
• Experience with Microsoft Dynamics 365 or similar ERP and CRM systems.
• Familiarity with travel and expense management platforms (e.g., Concur, Navan).
• Working knowledge of order management, customer service, sales operations, and business administration processes.
• Understanding of domestic and international shipping, logistics, customs documentation, and import/export requirements preferred.
• Ability to process and manage sales orders, service requests, licensing, and inventory transactions with accuracy.
• Experience generating shipping documentation and coordinating with freight carriers and logistics providers.
• Strong data entry skills with a high level of accuracy and attention to detail.
• Ability to learn and become a subject matter expert on internal systems, business processes, and operational procedures.
• Proficiency in managing multiple priorities across several departments while maintaining organized records and documentation.
• Ability to analyze information, identify discrepancies, and resolve routine operational issues.
• Customer-focused with a commitment to delivering…