Sales Operations Coordinator

Responsibilities

• Support day-to-day sales operations for QED’s global sales team, customers, representatives, and internal stakeholders
• Prepare and coordinate customer quotes, engineering estimates, optional equipment configurations, service quotations, upgrades, spare parts, and service contract renewals
• Organize contract review documents, identify missing information, and route terms, NDAs, and sales agreements to Legal, Finance, and the CCO
• Track orders and support fulfillment through the Machine Order Process, Order Summary Review, and related approval workflows
• Coordinate resolution of order, billing, documentation, certification, representative, and customer communication issues
• Maintain accurate CRM records for accounts, contacts, opportunities, configurations, installed base information, lead sources, quote status, and follow-up activity
• Partner with Territory Sales Managers to maintain complete and current opportunity records aligned with forecasts and next steps
• Manage inbound leads, including entry, routing, ownership assignment, qualification, source tracking, and follow-up documentation
• Coordinate CRM clean-up projects, including record validation, inactive-record review, duplicate reduction, and missing-field completion
• Conduct structured follow-up on cold, warm, and campaign-generated leads
• Coordinate outreach for service contracts, upgrades, spare parts, preventative maintenance, and other lifecycle opportunities
• Document customer interactions, next steps, and follow-up commitments in CRM
• Communicate QED’s solutions, capabilities, and brand messages to customers, prospects, representatives, and internal stakeholders
• Support targeted commercial campaigns, customer mailings, trade-show follow-up, promotional material coordination, and execution tracking
• Maintain accurate campaign data, distribution lists, segmentation, and follow-up activity in CRM
• Provide feedback on lead quality, customer response patterns, and campaign execution
• Serve as a commercial operations liaison across Sales, Marketing, Legal, Finance, Engineering, Operations, Customer Service, and external representatives
• Provide administrative and operational support to the CCO, including meeting preparation, sales-data follow-up, status tracking, and action-item coordination
• Prepare or maintain recurring sales reports and dashboards on lead status, quote activity, CRM data quality, order progress, and campaign follow-up
• Identify process gaps or bottlenecks and recommend improvements
• This job has no supervisory responsibilities

• Bachelor’s degree required;
  Business, Sales, Marketing, Operations, Engineering, or a related field preferred
• 3+ years of experience in sales operations, inside sales, customer service, account coordination, order management, project coordination, or related commercial support role
• Experience with CRM systems and Microsoft Office required
• Experience with ERP/order-management workflows preferred
• Experience in high-tech manufacturing, capital equipment, precision optics, semiconductor, aerospace, defense, or another technical B2B environment preferred
• Experience supporting global sales teams, representative networks, quoting, contract review, order fulfillment, or technical customer communication preferred
• Fluent in written and spoken English
• Position located in Rochester, NY, USA
• Ability to travel up to 10% for trade shows, customer visits, or internal business needs
• Ability to work professionally with confidential commercial, customer, pricing, and contract information
• Applicants must reside within commuting distance of Rochester, NY
• Must be permanently authorized to work in the United States and not require visa sponsorship now or in the future

Demonstrates expertise in sales operations, including CRM management, order fulfillment, and customer communication within a technical B2B environment. Proficient in coordinating cross-functional teams and maintaining accurate sales data to support global sales initiatives.

• Sales Operations
• CRM Management
• Order Fulfillment
• Customer Communication
• Contract Review

• Sales Operations
• Order Management
• Quoting
• Project Coordination
• CRM Systems
• ERP Workflows
• Data Analysis
• Lead Qualification
• Sales Reporting
• Contract Management

• Communication
• Organizational Skills
• Problem-Solving
• Collaboration
• Attention to Detail

• High-Tech Manufacturing
• Capital Equipment
• Precision Optics
• Semiconductor
• Aerospace
• Defense
• B2B Environment

• Microsoft Office
• CRM Software
• ERP Systems