Sales Operations Specialist – Chicago, Hybrid Role

About Sol-Millennium

SOL-MILLENNIUM Medical Group is a global healthcare company dedicated to researching, developing, manufacturing, and distributing high-quality medical devices. Our products protect healthcare workers and patients from needlestick injuries and support best clinical practices. We serve hospitals, veterinary groups, medical supply companies, government health departments, and research facilities in more than 40 countries.

Position Overview

We are seeking a detail-oriented Sales Operations Specialist to join our North America team in Chicago. In this highly operational and customer-facing role, you will support day-to-day customer service and order operations in a highly regulated medical device environment.

This role focuses on accurate order processing, proactive customer support, and close coordination with Sales, Supply Chain, Quality, Regulatory, and Finance teams to ensure timely delivery, accurate invoicing, and compliance with industry standards. You will also support ongoing digital and eCommerce initiatives as we continue to modernize and scale our sales operations.

This position is ideal for someone who thrives in a fast-paced, transaction-driven environment and enjoys combining operational execution with cross-functional collaboration.

Key Responsibilities

In-House Sales Operations & Customer Support

Provide frontline customer support via phone and email for customers, distributors, and internal sales teams.
Support lead handling and progression, connecting customers with the appropriate internal teams when needed.
Support the full order lifecycle, including order receipt, review, entry, acknowledgement, changes, and follow-up.
Enter, validate, and maintain customer orders in SAP or similar ERP systems, ensuring accuracy in pricing, quantities, delivery dates, and customer master data.
Communicate order confirmations, backorder notifications, and delivery updates to customers and internal stakeholders.
Escalate urgent or sensitive issues appropriately, recognizing the critical nature of medical device supply.
Monitor order status, backorders, and partial shipments and proactively communicate delays.

Operational & Financial Support

Develop a working understanding of customer fulfillment rate, on-time delivery, and service-level performance.
Build knowledge of inventory concepts such as stock availability, allocation, and backorder management.
Support invoicing and billing processes, ensuring alignment between orders, shipments, and invoices.
Assist with pricing discrepancies, credits, returns, and related corrections.
Understand how invoicing accuracy supports revenue recognition and aging reports.

Quality & Compliance Support

Collaborate with Quality and Regulatory teams to support complaint handling, documentation, and corrective actions.
Follow quality procedures and SOPs aligned with medical device and regulated industry requirements.
Support initiatives related to traceability, documentation accuracy, and customer feedback.

Projects, Systems & Process Improvement

Use ERP, CRM, EDI, and customer portals to support sales operations activities.
Maintain and update Salesforce and customer data records.
Support EDI order processing and system-based workflows.
Participate in digital transformation initiatives, including eCommerce and AI-enabled process improvements.
Assist in maintaining SOPs, training documentation, and job aids to support business continuity.
Contribute to reporting, spreadsheets, and basic operational data analysis.

Qualifications

Required

Bachelor’s degree in Business Administration, Marketing, or a related field.
2+ years of experience in customer service, internal sales, sales operations, supply chain, or operations.
Experience supporting B2B customers in distribution, manufacturing, or similar environments.
Experience with order processing and invoicing systems.
Strong attention to detail and organizational skills.
Comfortable communicating with customers and internal stakeholders via phone and email.
Proficiency in Microsoft Office, especially Excel.
Willingness and ability to learn ERP, CRM, and sales operations systems.

Preferred

Experience with SAP, Oracle, Salesforce, or similar ERP/CRM systems.
Exposure to Shopify or other eCommerce platforms.
Experience in healthcare, medical devices, manufacturing, or other regulated industries.

Personal Qualities & Behavioral Traits

Essential

Strong customer focus and sense of urgency in a medical supply environment.
High level of discipline and commitment to data integrity and data security.
Process-driven and able to follow SOPs and quality procedures consistently.
Collaborative and comfortable working across Sales, Supply Chain, Quality, and Finance.
Curious and motivated to identify root causes and support continuous improvement.
Entrepreneurial mindset with a proactive, solution-oriented approach.
Able to meet deadlines in time-sensitive operational environments.

Preferred

Spanish language proficiency (spoken and written).
Desire to learn the end-to-end business process and customer journey.
Willingness to identify inefficiencies and support operational improvements.
Ability to self-learn and adapt to new tools and systems.

Sol-Millennium Medical Group

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