Sales Coordinator

Key Accountabilities

• Complete and return PQQ’s, tender and supporting documentation as per ISO procedures.  Record details of all tender submissions.  Keep copies of tender documentation in customer files.
• Check daily for newly published OJEU notices via the appropriate websites.  Maintain a list of tender opportunities identified.  Email details to the relevant Business Manager.  Keep a PDF copy of all notices on the server.   
• Update all relevant information held on company CRM as necessary:
  • Maintain customer contacts
  • File quotations, completed tenders, contracts, OVF’s and TOP Sheets,
  • File OQ’s, IQ’s, training documents and data deletion documents
• Prepare all quotes including general, renewal, reagent rental proposals and billable repair quotes.
• On receipt of orders, coordinate and distribute order verification forms to all relevant departments within Werfen UK. Create reagent rental contracts and issue to customers.  Distribute signed contract to appropriate Werfen UK departments.
• Create purchase orders as requested for any existing approved supplier and support completion of documentation for new suppliers where required.
• Compile and distribute customer quarterly reports and support AS, AAM and TSM in collation of data for KPI queries
• Compile, format, send and file letters as required.
• Compile, update and distribute product listings for Werfen products.
• Send out product update letters and mailshots.
• Update and maintain logs for Exhibition Stands and other sales & marketing equipment.
• Prepare training certificates for customers and issue following workshops, demo days, instrument training and business unit specific meetings.
• Format, update, laminate and bind hard copy documentation as required.
• Support the Marketing Manager with creation and formatting of promotional material.
• Create, update and issue quote templates and letter templates to Area Account Managers.
• Maintain and update generic information for tenders.
• Maintain and update instrument and reagent user lists as advised by Business Manager.
• Maintain scientific papers lists as advised by Business Manager / Marketing Manager.
• Approve customer access requests to controlled area of Werfen UK website.
• Setup of customer access for MyInstruments portal.
• Coordinate updates of controlled documents; notify teams of updates.
• Maintain an up to date log of all instrument orders and shipments 
• Monitor generic email inboxes and forward as necessary in conjunction with other sales coordinators.
• Receive and direct telephone calls arriving at the sales office.
• Support Logistics with shipping / handling quotations for instrument relocations and non-standard installations as and when required.
• Support Marketing Communications Manager with newsletter content. 
• Download, collate and distribute customer feedback from returned surveys  and feedback portals

• Download, collate and distribute other online reports as directed (e.g. MyOrders or MyInstrument management reports)

  Office Management

• Maintain sales office and assigned storage spaces in a logical and tidy manner
• Maintain stocks of promotional material and order additional items as necessary.
• Order products using company accounts from online portals (e.g. Amazon, RS)
• Create induction / training schedules for new starters.
• Manage a list of workwear requirements for field support teams and place consolidated orders. On receipt, coordinate distribution via team managers

• In house hospitality – reservation of meeting rooms and laboratories, plus ordering of lunches for meetings and training, with support for set out and clear up

  Field Activity

  Meetings, Exhibitions and Travel

• Organise venues, coordinate and attend team meetings as requested to take minutes.
• Circulate team meeting actions to necessary people.
• Update and maintain the exhibitions schedule.
• Organise, maintain and distribute the exhibition stands and equipment.
• Investigate and book flights and trains as required visiting customers.
• Coordinate bi-annual IBMS meeting.
• Update and maintain the exhibitions schedule and budget spreadsheets, including transparency tool. 
• Organise and coordinate bi-annual group meetings.
• Organise and coordinate customer demo days.