Sales Operations Coordinator in Middleton, Wisconsin at Standard Imaging Inc

Standard Imaging is looking for a detail-oriented, curious, proactive Sales Operations Coordinator to join our sales team. In this role, you'll serve as the operational backbone of the sales department — owning order processing, CRM administration, and reporting — while also supporting lead generation and business development efforts. You'll work cross-functionally with Sales, Marketing, Production, and Accounting, and act as a trusted point of contact for both our internal team and our customers around the world.

Sales Support & Order Management

• Serve as the primary point of contact for sales administrative tasks, including quote preparation, sales order processing, backlog logistics and monthly reporting.
• Confirm purchase orders, verify quote and order accuracy, and track purchase order logistics and fulfillment.
• Proactively communicate with customers regarding delivery timing, late shipments, and shipment tracking.
• Communicate with customers on order status and complex shipment and payment terms, including letters of credit, wire payments, and proforma invoicing.

CRM & Sales Systems Administration

• Serve as subject-matter expert and lead trainer for the sales team on CRM and sales system administration, including opportunities, contacts, quoting, and digital sales tools.
• Maintain and update customer records, kit quote templates, price matrices, pricing, and product descriptions across sales systems.
• Identify and help implement opportunities to streamline quote processing and improve CRM integration.

Reporting & Analytics

• Prepare and support sales reporting for board meetings, forecasts, prospect lists, sales by state and country, international distributor performance, and post-order follow-up.

Business Development Support

• Convert inbound leads into qualified sales opportunities and route them to the appropriate account manager.
• Support US distributors via calls and emails to qualify leads based on budget, authority, need, and timing.

OEM & Demo Program Management

• Serve as the primary administrative facilitator for OEM-related ordering, backlog, and reporting.
• Manage the company's demo equipment inventory end-to-end, including coordination for trade shows, chapter meetings, try-and-buy programs, and beta tests.
• Complete related sales order and RMA paperwork and manage shipping logistics to ensure timely delivery to — and return from — events.

Trade Show & Event Coordination

• Partner with the Marketing team on the planning and execution of trade shows, including major industry events (ESTRO, ASTRO, AAPM) as well as large chapter and international meetings.
• Coordinate logistics, registrations, and administrative details to ensure successful, well-run events.

This role touches nearly every department at Standard Imaging and offers frequent exposure to cross-functional projects assigned by sales leadership.

What You'll Bring

• Excellent organizational skills and a high level of attention to detail
• Experience working with ERP and CRM systems (Salesforce preferred)
• Strong written and verbal communication skills, including comfort communicating directly with customers
• Ability to manage multiple priorities and deadlines in a fast-paced, cross-functional environment
• Proficiency with Microsoft Office (Excel in particular)
• A curious and continuous-learning mindset, demonstrated through thoughtful questions, openness to new perspectives, and a drive to improve processes and outcomes
• Experience in sales operations, sales support, order processing, or a related administrative role, preferred

Nice to Have

• Experience with international order processing and payment methods (letters of credit, wire transfers, proforma invoicing)
• Experience in medical device, healthcare, or B2B manufacturing environments
• Experience supporting trade shows or corporate events