Order Operations Coordinator

About Us 

Medistim USA, based in Minneapolis, is part of a global organization specializing in advanced ultrasound technology used during cardiac, vascular, and transplant surgery. Our parent company, headquartered in Oslo, Norway, develops and commercializes proprietary medical devices that are widely recognized as the standard of care across Europe and Japan, with rapid growth in adoption throughout the United States, Asia, and the Middle East. 

Medistim operates through wholly owned subsidiaries in the United States, Germany, Spain, the United Kingdom, Denmark, China, and Norway, supported by a global distributor network representing the company in more than 50 countries. Across the organization, we are a team of roughly 120 employees- about a quarter of whom are based here in the U.S. 

Summary 

The Order Operations Coordinator is a key contributor to Medistim’s daily operations. This role blends administrative support with high-accuracy order processing, ERP/data maintenance, and cross-functional coordination across Sales, Service, Warehouse, and Accounting. The ideal candidate is detail-driven, highly systems-competent, and able to quickly learn and navigate ERP platforms such as AX. This position is ideal for someone who enjoys being the operational hub of a small team while maintaining strong accuracy, follow-through, and customer responsiveness. 

This is a full-time position, Monday - Friday, hours are 8:00am - 4:30pm, on-site in our Plymouth, MN office. 

Key Areas of Responsibility 

Customer Service & Communications 

• Serve as a responsive point of contact for customers, vendors and internal staff.  
• Efficiently answer and route incoming calls and respond promptly to emails.  
• Process customer orders and ensure timely, accurate invoicing.  
• Provide clear, proactive communication regarding order status, shipments, service cases, or product inquiries. 

Order processing, Data Entry & Database Management 

• Enter and update orders in AX (or similar ERP system) with strong accuracy and attention to detail. 
• Update and maintain customer account information. 
• Open, track and update service cases through completion.  
• Manage vendor communications and data.  
• Process customer orders, shipping and receiving. 
• Maintain confidentiality of data and Medistim assets  
• Coordinate with the warehouse and service teams on shipping, receiving, and order fulfillment. 
• Ensure data integrity in CRM/ERP systems; proactively identify and correct discrepancies. 

Office Administration 

• Perform general administrative tasks including scanning, copying, filing, and document organization. 
• Assist with planning and coordination of company related events and celebrations 
• Assist with maintaining a well-organized and clean office environment, including shared spaces, document organization and disposal, and general workspace care.  

Accounting Support 

• Review outstanding receivables, review historical information, and assist with collections outreach.  
• Follow up with customers, and Medistim staff, regarding payment of invoices and account status. 
• Process credit card payments and assist with month-end documentation as needed. 
• Provide assistance with audits, as needed. 
• Corporate Citizenship 
• Represent Medistim professionally and uphold our brand values. 
• Foster our corporate culture of cooperation, respect, and positive interaction 
• Work collaboratively, demonstrate initiative, and support cross-functional needs. 
• Thrive in a small-team environment that relies on flexibility and strong communication. 

Qualifications & Requirements 

• High school graduate or equivalent required. Associate degree or higher in a related field preferred. 
• One (1) year of administrative, operational or customer support experience, accounting experience a plus.  
• Experience with ERP or accounting systems (AX preferred) or the ability to learn quickly. 
• Strongly proficiency in Microsoft Office Suite 
• Previous experience in order processing, accounting support, or customer service strongly preferred.  
• Database management and CRM/ERP systems experience preferred. 
• High attention to detail, strong organizational skills, and the ability to manage multiple priorities efficiently 
• Comfortable working independently in a fast paced, collaborative environment.  
• Strong professional verbal and written communication skills. 
• Understanding of FDA requirements is a plus. 
• Must be able to lift 30 pounds.