HSO way of working

In fulfilling our roles, we are

Accountable for our own capabilities and development.
Focused on delivering results without excuses, and
Alive to the sensitivities, risk, and impact we have on others and work in a way that helps others do their work effectively.

We are looking for people who

See beyond self and are impact focused.
Consider the needs, challenges, and objectives of every person they interact with
Exhibit positive reinforcement to help others succeed.

Job Description

About the role

Job Title: Sales and Operations Coordinator

Works closely with and have impact on: Linfox (4PL), Operations, Sales, Marketing and Accounting Firm

Reports to: Senior Commercial Support Specialist

Function: Global Commercial

Work Location/Site: Adelaide, Australia

Role Overview

The Sales and Operations Coordinator acts as the key conduit between HSOA and Linfox, ensuring the efficient day-to-day sales operations of the business and continuity of product supply to customers. This role serves as the primary point of contact for the sales team on all customer-related supply queries and plays a critical role in supporting key accounts with accurate and timely order and invoice interpretation as required. In addition, the position provides administrative and marketing support to the broader HSOA team, contributing to data accuracy, streamlined operational processes, and strong coordination across internal and external stakeholders.

Duties and Responsibilities

Order Management and Invoicing

Act as a key liaison between the HSOA Sales Team, Linfox Customer Service, and customers to resolve queries.
Interpret and accurately transcribe customer order queries, usage data, and invoicing information into the Linfox portal.
Support key account hypercare customers to ensure smooth commercial operations.
Monitor and assist with the resolution of supply issues, including stock shortages, backorders, and urgent customer requirements.
Provide support to ensure orders are fulfilled accurately, on time, and in line with customer expectations.
Direct Linfox on allocation decisions where required to ensure optimal distribution of available stock.
Support product returns and reverse logistics processes with Linfox as required.
Communicate with customers as required to support order fulfilment and issue resolution.

Customer Data Maintenance and Onboarding

Assist with maintenance of customer master data including onboarding and change requests including updating internal departments, 4PL provider and Accountant teams
Assist with onboarding new customers by manually setting up accounts and ensuring accurate data entry as required (ad hoc basis)
Maintain and update customer records and master files in Excel, including careful transcription of data from forms to internal documents.
Ensure accuracy, confidentiality, and integrity of all data handled in line with Australian privacy laws and internal guidelines.

Marketing

Marketing materials
Keep file system of all available materials for use in Australia (QTY on shelf and QTY in field)
Distribution of materials to all CAS
Printing and proofing of marketing materials
Re-production of clinical papers (with approvals)
Required business cards and name badges for team
Conferences: Asist with logistics and administration of all major conferences
Sponsorships and Meetings: Ensure CAS have correct approvals and documentation for local sponsorships and assist with marketing materials where relevant

General

Always act within relevant code compliance and HOYA compliance framework

Requirements

Experience

Strong organization and administrative skills with attention to detail
Ability to demonstrate initiative

Skills/Accreditations

Strong attention to detail and commitment to data accuracy.
Intermediate to advanced Excel skills and other Office applications.
Excellent organisational and administrative skills
Ability to manage multiple tasks and priorities in a fast-paced environment
Good communication skills, both written and verbal.
Ability to follow processes and work collaboratively in a team environment.
Willingness to learn and take initiative.
Experience in customer service, operations, or supply chain support (preferred)

HOYA Surgical Optics

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