Summary:

Since 1997, AlphaStaff has delivered HR outsourcing solutions to thousands of small and medium-sized businesses across the country, as well as some large organizations. We are searching for a Bilingual Operations and Sales Support Specialist for one of our key clients located in Miami Lakes, Florida, a pioneering MedTech startup reshaping the landscape of ophthalmological training. This company stands at the forefront of innovation with its synthetic eye models and simulation tools, revolutionizing how surgical skills are developed in a stress-free, cruelty-free, and safe environment. They are on a rapid growth trajectory, driven by a dynamic leadership team with a vision that promises not just to advance medical education but to set new benchmarks in the field.

We're seeking a detail-oriented, proactive, and adaptable individual who excels in multitasking, critical thinking, and efficient problem-solving. The primary responsibilities include processing purchase orders, coordinating logistics and order fulfillment, and supporting the Sales and Production teams. This role is critical to streamline order processing and workflows, enhance the overall customer experience, and support the company’s rapid growth. 

Responsibilities:

• Process Purchase Orders (POs) efficiently: enter them into QuickBooks, generate packing lists, and issue invoices, adapting to the diverse processes and requirements of domestic and international clients.
• Manage and respond to incoming phone calls and emails, from clients and suppliers, ensuring timely and effective customer service.
• Serve as a communication bridge between customers, the logistics team, and internal departments, facilitating updates on orders and deadlines.
• Conduct email follow-ups when repurchase alerts/notifications pop up via the CRM to ensure clients’ needs are being met to maintain continuous engagement.
• Monitor orders placed through the e-commerce portal to ensure accuracy and completeness (e.g., for products that are typically ordered in pairs).
• Identify opportunities for order enhancement and customer experience improvement within the ecommerce portal.
• Coordinate with clients to obtain complete and accurate order information.
• Manage logistics and order fulfillment, ensuring orders are shipped correctly.
• Forecast timelines, manage deadlines, and ensure timely delivery of products to domestic and international clients.
• Schedule training sessions and maintain updated calendars using Outlook.
• Support administrative tasks for the technical sales team, participate in national congress events, and assist with coordinating tradeshow logistics, ensuring seamless execution and representation of the company at these events.
• Research and identify key decision-makers at prospective companies to support Sales Representatives in finding target prospects. Organize and maintain sales-related documentation, ensuring accurate record-keeping and database management for easy retrieval and compliance.

Qualifications:

• Capable of working in a dynamic environment, adept at juggling multiple tasks and priorities, demonstrating resourcefulness, critical thinking, effective problem-solving, and the ability to propose new efficiency methods while adapting to business needs.
• Exceptional attention to detail and the ability to foresee and address potential issues in logistics and order processing.
• Proficiency in QuickBooks or similar accounting software is a plus, with a strong preference for candidates also skilled in CRM systems.
• Must be fluent in Spanish and English to effectively interact with and support clients in Central and South America.
• Strong organizational skills, balancing structure with the flexibility needed to tailor processes to each client's unique system.
• Previous experience or familiarity with medical, ophthalmology, or manufacturing industries is beneficial but not required.
• A team player who can integrate into a growing team, with potential for future roles in operations management.
• A minimum of 2 years of administrative office experience is required.
• Proficiency in Microsoft Office suite and general PC skills.
• Ability to work on-site in Miami Lakes, full-time.

Compensation and Perks:

• $55,000 to $60,000, commensurate with knowledge, skills, experience, and credentials.
• Health Insurance Reimbursement: In lieu of offering health insurance, the company provides a reimbursement of up to $250 per month to cover employees' health insurance expenses.
• Paid Time Off, including vacation days, sick days, and company holidays.
• Opportunities for career development, highlighting the company’s commitment to your career growth.

Disclaimers: AlphaStaff, Inc. and the Client are equal employment opportunity employers and do not discriminate against any applicant or employee based on race, color, sex, sexual orientation, gender identity, religion, national origin, age, past or present military service, disability, genetic information, or any other basis protected by applicable federal, state, or local laws. CCPA Notice