What are the responsibilities and job description for the Sales Administration Coordinator position at RENSA USA INC.?
Position Overview
The Sales Operations & Administration Coordinator provides the internal operational infrastructure required to process, manage, and fulfill the U.S. commercial activities of Rensa USA Inc. This role manages the end-to-end administrative and operational workflow of each commercial transaction — from initial quote request through order placement, import coordination, customer communication, and invoice processing — ensuring that the Head — U.S. Operations and the Business Development Manager can remain focused on revenue-generating activities.
Detailed Job Duties
Quote Processing & Order Management: Receive and process customer Request for Quotation (RFQ) documentation, coordinate with the Indian parent company's sales operations team to prepare accurate pricing proposals in accordance with the pricing governance framework approved by the Head — U.S. Operations. Enter confirmed purchase orders into the company's ERP/CRM system (SAP-integrated with Indian parent), generate order acknowledgments, and communicate order status updates to customers.
Import Documentation & Logistics Coordination: Coordinate with the Indian parent company's export team and U.S. customs brokers to ensure all import shipments are properly documented with commercial invoices, packing lists, certificates of conformance, ASME BPE or 3-A certification documents, and HTS classification data. Track inbound shipments and provide customers with advance shipping notifications and estimated delivery dates.
Customer Communication & Account Support: Serve as the first point of contact for customer inquiries regarding order status, delivery timelines, product documentation, and invoice queries. Respond to all customer communications within one business day. Escalate commercial or technical issues to the Head — U.S. Operations or Business Development Manager as appropriate.
Invoicing, Accounts Receivable & Payment Tracking: Generate customer invoices upon shipment confirmation, track invoice payment status, follow up on overdue accounts receivable in accordance with the company's collections policy, and provide weekly receivables reports to the Head — U.S. Operations. Coordinate with the U.S. CPA for monthly financial reporting inputs.
Regulatory & Compliance Documentation: Maintain organized records of all ASME BPE and 3-A certification documents, test reports, material certificates, and compliance documentation relevant to U.S. customer orders. Prepare documentation packages for customer qualification audits. Support any FDA cGMP documentation requests from pharmaceutical customers.
Office Administration & Executive Support: Manage U.S. office administrative functions including vendor communications, IT infrastructure coordination, scheduling, travel arrangements, and visitor management. Provide administrative support to the Head — U.S. Operations, including preparation of meeting materials, board reports, and stakeholder presentations.
Pay: $42,000.00 - $55,000.00 per year
Work Location: In person
Salary : $42,000 - $55,000