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 is a broad business support role within HOYA Surgical Optics Australia (HSOA), a global leader in ophthalmic medical technology. Working within a lean and collaborative team, the role provides administrative coordination across operations, sales, logistics, commercial and marketing activities. Acting as the key conduit between HSOA and Linfox, the Sales and Operations Coordinator helps ensure the efficient day-to-day operation 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, supports key accounts through accurate and timely order and invoice interpretation when required, and contributes to data accuracy, process efficiencies and effective stakeholder coordination across the business.

Duties and Responsibilities

Operations & Customer Support

Act as a key liaison between HSOA, Linfox, customers and internal stakeholders to support day-to-day business operations to ensure orders are fulfilled accurately, on time, and in line with customer expectations.
Provide a high standard of customer service and respond to enquiries via phone and email relating to orders, logistics, product availability, invoicing and general business support.
Work in collaboration with internal teams and external service providers to coordinate and resolve customer, supply chain and operational queries.
Support order fulfilment, inventory allocation, returns processing and reverse logistics activities as required.
Monitor and assist with the resolution of stock shortages, backorders, and other supply related issues, directing Linfox on allocation decisions where required to ensure optimal distribution of available stock.
Communicate with customers as required to support order fulfilment and issue resolution.

Data and Administration

Support customer account setup, maintenance and change requests as required.
Assist with maintenance of customer master data and other business records using Excel and other systems, including updating internal departments, 4PL provider and Accountant teams.
Accurately enter, update, validate and reconcile data from multiple data sources to support business operations and reporting.
Ensure accuracy, confidentiality, and integrity of all data handled in line with Australian privacy laws and internal guidelines.

Marketing & Events Support

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
Assist with printing and proofing of marketing materials
Re-production of clinical papers (with approvals)
Coordinate required business cards and name badges for team
Conferences: Assist 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
Sample stock management: maintain sample inventory, monitor stock levels and coordinate the distribution of sample stock to the sales team.

General

Build and maintain positive working relationships with internal and external stakeholders.
Demonstrate flexibility and a willingness to support changing business priorities.
Contribute to a collaborative team culture and seek opportunities to improve processes and outcomes.
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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