Sales Operations Coordinator in Rochester, New York at QED TECHNOLOGIES INTERNATIONAL LLC

Summary:

The Sales Operations Coordinator supports QED’s global commercial organization by keeping the sales process disciplined, accurate, and responsive from lead and opportunity management through quoting, order review, fulfillment coordination, and post-sale customer support. This role reports to the Chief Commercial Officer and works closely with Territory Sales Managers, Marketing, Legal, Finance, Engineering, Operations, Customer Service, and external representatives to improve execution quality, CRM data integrity, customer communication, and commercial visibility.

Primary Purpose of the Role:

• Enable the CCO and sales managers to spend more time on strategic selling, customer engagement, and high-value commercial priorities by taking ownership of core sales operations activities.
• Improve quote accuracy, CRM discipline, lead routing, order readiness, and internal coordination across the commercial lifecycle.
• Provide structured inside-sales support for follow-up activity, ancillary revenue opportunities, campaign execution, and customer communication.

Essential Duties and Responsibilities:

Sales Operations & Order Support

• Support day-to-day sales operations for QED’s global sales team, customers, representatives, and internal stakeholders. This includes preparing and coordinating customer quotes, engineering estimates, optional equipment configurations, service quotations, upgrades, spare parts, and service contract renewals.
• Support contract review activities by organizing required documents, identifying missing information, coordinating internal review, and routing terms and conditions, NDAs, and sales agreements to Legal, Finance, and the CCO as appropriate.
• Track orders and support fulfillment through QED’s Machine Order Process (MOP), Order Summary Review (OSR), and related internal approval workflows.
• Help resolve order, billing, documentation, certification, representative, and customer communication issues by coordinating with the appropriate internal teams.

CRM, Pipeline & Data Integrity

• Maintain accurate CRM records for accounts, contacts, opportunities, machine configurations, installed base information, lead sources, quote status, follow-up activity, and account-level marketing data.
• Partner with Territory Sales Managers to ensure opportunity records are complete, current, and aligned with forecast expectations and next-step activity.
• Manage inbound leads in CRM, including entry, routing, ownership assignment, qualification status, source tracking, and timely follow-up documentation.
• Coordinate periodic CRM clean-up projects, including account/contact validation, inactive record review, duplicate reduction, and completion of missing fields.

Inside Sales & Customer Outreach

• Conduct structured follow-up on cold, warm, and campaign-generated leads to support qualification and handoff to the appropriate sales owner.
• Support ancillary revenue growth by coordinating outreach for service contracts, upgrades, spare parts, preventative maintenance, and other lifecycle opportunities.
• Document customer interactions, next steps, and follow-up commitments in CRM to support visibility and accountability.
• Communicate QED’s solutions, capabilities, and brand messages professionally and accurately to customers, prospects, representatives, and internal stakeholders.

Marketing & Campaign Support

• Work with Marketing and Sales to support targeted commercial campaigns, customer mailings, trade-show follow-up, promotional material coordination, and execution tracking.
• Ensure campaign data, distribution lists, customer segmentation, and follow-up activity are accurate and visible in CRM.
• Provide feedback to Sales and Marketing on lead quality, customer response patterns, and opportunities for improved campaign execution.

Cross-Functional Coordination & Reporting

• 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 related to lead status, quote activity, CRM data quality, order progress, and campaign follow-up.
• Identify process gaps or recurring bottlenecks and recommend practical improvements to strengthen commercial execution.

Key Competencies

• High attention to detail, accuracy, and follow-through.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced, high-mix commercial environment.
• Clear written and verbal communication skills; comfortable coordinating across functional teams and with customers.
• Customer-focused, proactive, professional, and solutions-oriented.
• CRM discipline and comfort working with structured data, reports, and follow-up processes.
• Ability to learn complex technical products, capital equipment sales processes, and QED’s customer value proposition.
• Judgment to recognize when issues require escalation to the CCO, Legal, Finance, Sales, Engineering, or Operations.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• 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.

Additional Requirements

• Fluent in written and spoken English.
• The position is 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.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Location

The primary work location for this position is QED’s main headquarters, 1040 University Avenue, Rochester, NY 14607. Employee may be permitted to work from home for some tasks, at the discretion of the employee’s manager. Applicants must reside within commuting distance of our Rochester, NY location. Relocation will not be provided for this role.

Travel

Up to 10% of travel may be required in order to perform the essential functions of this position.

QED Technologies is an equal opportunity employer. We value diversity. However, due to our ITAR status, we are unable to provide visa sponsorship at this time. Therefore, all applicants must be permanently authorized to work in the United States and will not require visa sponsorship now or in the future.

The salary offered will be determined based on comparing the selected candidate's education, experience and special skills, with the current QED employee population to ensure internal compensation equity.