What are the responsibilities and job description for the Sales Operations Administrator position at Vacuum Technology?
Sales Operations Coordinator
Salary range: $60,000 to $65,000, based on experience.
About Dynavac
Dynavac is a leading engineering and manufacturing company with headquarters in Hingham MA. We specialize in custom high‑vacuum process equipment for applications including space simulation testing, thin‑film coatings, and other precision processes. Our systems combine advanced technologies in pressure vessel design, material handling, automation, and integrated control systems.
Position Overview
We are seeking a skilled Sales Operations Coordinator to join our Sales team. The ideal candidate has an interest in sales operations, data analytics, and customer support within a growing engineering and manufacturing environment.
ESSENTIAL JOB FUNCTIONS:
CRM Management
- Maintain customer accounts, contacts, opportunities, and sales activities within the CRM system.
- Ensure data accuracy, completeness, and consistency.
- Assist with CRM reporting, dashboards, and pipeline tracking.
- Support CRM user training, adoption, and ongoing system utilization.
- Monitor CRM data quality and coordinate corrective actions as needed.
Sales Support
- Track and update sales opportunities from initial inquiry through order award.
- Assist with proposal coordination and document management.
- Monitor proposal due dates and support internal follow-up activities.
- Maintain records of customer communications and sales activities.
- Coordinate information flow between Sales, Engineering, Contracts, and Operations teams.
Reporting & Analytics
- Generate weekly and monthly sales reports.
- Support sales forecasting and opportunity tracking.
- Maintain pipeline, bookings, and revenue metrics.
- Analyze CRM data and identify trends, opportunities, and data quality issues.
- Assist management with ad hoc reporting and business analytics requests.
Service Administration & Monitoring
- Provide administrative support for customer service requests, support tickets, and follow-up activities.
- Maintain customer service records and ensure timely documentation of customer interactions.
- Monitor open inquiries, support requests, and action item status to ensure timely resolution.
- Assist with maintaining service-related documentation, customer records, and contract information.
- Track customer satisfaction metrics and service performance indicators.
- Coordinate communication between customers and internal departments regarding service-related matters.
- Support administration of sales and service software platforms, ensuring accurate data and system utilization.
- Generate reports related to customer support activity, response times, and service trends.
Administrative Support
- Assist with customer onboarding and account maintenance.
- Organize sales documentation and project files.
- Support order entry and contract documentation processes.
- Maintain customer certifications, NDAs, and related records.
- Schedule customer meetings, internal reviews, and sales-related activities as needed.
Process Improvement
- Identify opportunities to improve sales and customer service processes and efficiency.
- Help develop standardized procedures and documentation.
- Assist with implementation of new CRM features, workflows, and reporting tools.
- Recommend improvements to data management, reporting, and customer support processes.
EXPERIENCE, EDUCATION & SKILLS
- Bachelor's degree in Business, Marketing, Communications, Engineering Management, Information Systems, or a related field (recent graduates encouraged to apply).
- Strong proficiency with Microsoft Office, particularly Excel.
- Excellent organizational, communication, and interpersonal skills.
COMPETENCIES
- Exposure to CRM systems such as HubSpot, Salesforce, Microsoft Dynamics, or similar platforms.
- Interest in data analysis, reporting, process improvement, and customer experience management.
- Experience working in manufacturing, engineering, aerospace, or technology environments.
- Familiarity with service ticketing, customer support, or business process management systems.
Compensation & Benefits
- Salary range: $60,000 to $65,000 based on experience
- Excellent benefits, including comprehensive health coverage, retirement plan, paid time off, and more
- Opportunities to work on innovative, custom-engineered equipment used by leading aerospace and technology organizations
- Collaborative culture with a focus on professional growth and technical excellence
This position involves work in a professional office environment, active manufacturing areas, and customer facilities.
External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act must be able to perform the essential job functions/key responsibilities either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.
Dynavac is an Equal Opportunity/Affirmative Action Employer. We welcome and encourage applications from all qualified individuals, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other protected characteristics.
Salary : $60,000 - $65,000