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Admin and Sales Support

  • Thorlabs
  • Sterling, VA, USA
  • Jun 27, 2022
Full time Engineering

Job Description

The position is responsible for providing full administrative, sales and service support to the Imaging System Sales Department. This position requires an individual with strong multi-tasking skills, attention to detail, and the ability to work independently. Although the location of the position is in Sterling, VA, from time to time it may be required to undertake duties at other Thorlabs locations.

 

Essential Job Functions include the following, but are not limited to:

  • Sales Support:
  • Customer Order entry and Processing

  • Coordinate shipments to and from customers and outside sales engineers of replacement parts, supplies and spare parts for instruments in the field. Coordinate the international shipment and assist the export compliance staff from Thorlabs Headquarter.

  • Executing various administrative tasks related to supporting the operations and sales department, including reports, data entry using Microsoft Dynamic ERP System, MS Office programs to include but not limited to Excel, Word, and Power Point.

  • Calendar and schedule maintenance for General Manager

  • Coordinate travel arrangements and facilitate hotel contracts for visitors

  • Maintain office files and databases

  • Monitor office usage of supplies and reorder as needed

  • RMA Coordination:

    • Creates Sales Orders for RMAs includes maintaining relevant photos or emails to RMA sales orders.
    • Documents RMAs by adding an RMA Note to the Sales Order as well as gathers pertinent information about the issue(s).
    • Creates Non-Conformance Reports (NCRs) in the AX Quality Module.
    • Provides customers with RMA numbers and instructions for returning products.
    • Creates pre-paid shipping labels for customers.
    • Posts pick lists and packing slips.
    • Quarantines Stock when necessary.
    • Coordinates repairs and tested replacements with Business Units.
    • Compensates customers based on sound decisions.
    • Prepares and emails the daily RMA Summary.
    • Monitors back orders and repair orders.
    • Communicates with accounting, inventory control, shipping, carriers, Business Units, and entities to resolve issues and prevent re-occurrences.
    • Proactively contacts customers when a product recall is initiated.
    • Maintains a safe and clean work area at all times.

Qualifications

Experience:

  • Minimum 2 years of experience in a similar and progressive position preferred.

Education:

  • High School Diploma. Bachelor’s degree preferred.

Specialized Knowledge and Skills:

  • Demonstrated experience in Microsoft Dynamics, Microsoft Office (Excel, Word, Power Point) and communication tools
  • Ability to read and interpret documents such as procedures manuals, routine reports and various correspondences. Preferred experience working in a MRP System
  • Ability to listen actively, to communicate clearly
  • Demonstrated experience in a customer centric environment

 

Thorlabs values its diverse environment and is proud to be an Equal Employment Opportunity/Affirmative Action employer. All qualified individuals will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age or veteran status. Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.