Sales Coordinator - Transfusion and Transplant
Department: Transfusion & Transplant
Country: UK
Job Summary
To provide a full support service to the Transfusion and Transplant Department with particular emphasis on tender application and completion and providing quotations to customers for instruments and associated reagents.
Key Accountabilities
1. Complete and return SQ’s, tender documentation and supporting documentation as per ISO 9001:2000 procedures. Record details of all tender submissions. Keep copies of tender documentation in customer files.
2. On a daily basis check for newly published OJEU notices via the Public Tenders, NHS Tenders and TED websites. Maintain a list of tender opportunities identified. Email details of the OJEU to the Business Manager. Keep a PDF copy of all OJEU notices on the server. Print, file and log all completed SQ’s / ITT’s.
3. Update contact information held on SAP CRM as necessary; add quotes, OVF’s, OQ’s, IQ’s, software upgrades, test counter reports, shipping forms and training documents.
4. Prepare all quotes including general, renewal, Reagent Rental proposals.
5. Create Reagent Rental Contracts and issue to customers. Copy and distribute signed contract to appropriate Werfen UK departments with OVF.
6. Compile, format and file letters as required.
7. Send out via post / email product update letters and mailshots.
8. Create, update and distribute user lists.
9. Update annual price lists and issue to Area Account Managers.
10. Monitor and maintain records of mandatory software upgrades.
11. Create / format and produce Product Flyers in conjunction with the Marketing Manager.
12. Format, update, laminate, bind operating manuals as required.
13. Create, update and issue quote templates and letter templates to Area Account Managers.
14. Ensure controlled documents are kept up to date.
15. Maintain and update generic T&T information for tenders and update tender appendices template.
16. Scan and file contracts and amendments to server.
17. Handle all customer enquiry calls. Take callers name and full details of the reason for the call. Re-direct the customer call to Customer Service or Technical Service if appropriate, to resolve the customer query.
18. Screen calls for Business Manager and take calls in his absence.
19. Pass accurate messages on to Area Account Manager and Application Specialists by telephone, leave a voice mail message if necessary and also confirm the details of the message via email.
20. Regularly file copies of all information into customer files.
21. Keep track of tenders. Ensure return by date is adhered to. Keep a record of tenders pending and tenders that have been applied for (in accordance with Werfen UK’s Quality procedures).
22. Maintain office in a logical and tidy manner.
23. Keep stocks of promotional material and order from SAP CRM, as necessary.
24. On receipt of orders, coordinate and distribute order verification forms to all relevant departments within Werfen UK.
25. Prepare patient samples, complaints, demo kits and slides to be sent by courier.
26. Maintain promotional giveaways stock level with other Sales Coordinators and Financial Controller.
27. Download, update and distribute product inserts / MSDS as required.
28. Raise purchase orders and cheque requests as necessary.
29. Reserve meeting rooms and order buffets.
30. Provide cover for other Sales Coordinators in periods of absence.
31. Keep record of all instruments and update the instrument log.
32. Monthly reports from Area Account Managers and Application Specialists are due by 1st Monday of each month. Distribute a copy of each report to the General Manager by 1st Monday of each month.
33. Organise venues, coordinate and attend sales meetings as requested to take minutes.
34. Update and maintain the exhibitions schedule and budget spreadsheet.
35. Organise, maintain and distribute the exhibition stands and equipment.
36. Organise and coordinate bi-annual User Group Meetings.
37. Organise and coordinate Transfusion and Transplant demo days.
38. Organise and co-ordinate customer seminars, including booking hotel, taxis, lunches, preparing training manuals etc.
39. Investigate and book flights and trains as required for visiting customers.
40. Coordinate bi-annual IBMS meeting in rotation with other business divisions.
41. Coordinate annual BBTS and UGM meetings.
42. Awareness of the Integrated Management System (covering Quality & information Security).
43. Arrange shipping of analysers with third party delivery partners. Advise Instrument Co-ordinator, Supply Chain Manager and Stores of shipping requests.
44. In conjunction with other Sales Coordinators produce an internal newsletter with the contributions from other departments.
45. Run reports and data for dashboard updates.
Networking/Key Relationships
* Work with internal T&T team relating to quotes, tenders, agreements etc.
* Correspond with external customers relating to Seminars, User Group, mailshots, general correspondence, quotes, complaints.
* Work with other internal teams relating to BBTS, UGM, IBMS, invoicing, orders, shipping.
Minimum Knowledge & Experience Required for the Position:
* Customer focus
* Flexibility and adaptability to a fast changing environment
* Seizes accountability
* Solid business and financial acumen
Skills & Capabilities:
* Customer focus
* Flexibility and adaptability to a fast changing environment
* Seizes accountability
* Solid business and financial acumen
Required: No
- Attend Werfen local meetings as required.
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