Sales and Service Operations Administrator - Zeiss Group

How many companies can say they've been in business for over 177 years?!

Here at ZEISS, we certainly can! As the pioneers of science, ZEISS handles the everchanging environments in a fast-paced world, meeting it with cutting edge of technologies and continuous advancements. ZEISS believes that innovation and technology are the key to a sustainable future and solutions for global change. We have a diverse range of portfolios throughout the ZEISS family in segments like, Industrial Quality & Research, Medical Technology, Consumer Markets and Semiconductor Manufacturing Technology. We are a global company with over 42,000 employees and have over 4,000 in the US and Canada alone! Make a difference, come join the team!

What's the role?

As the Sales and Service Administrator, you get to work with an astonishing team that plays a vital role in Carl Zeiss SBE, LLC. Show case your skills and experience with process enhancements by managing the sales and service demands. Additionally, you will ensure efficient coordination and execution of various tasks.

Sound Interesting?

Here's what you'll do:

Sales:

• Handle internal and external customer inquiries.
• Generate quotes and process customer purchase orders.
• Coordinate shipments and prepare shipping documentation in collaboration with HQ.
• Manage purchase order collection and customer invoicing via web-based portals.
• Monitor the status of new sales and liaise with relevant departments.
• Process returns, exchanges, and cancellations.
• Arrange transportation and manage the return of products.
• Track shipments to ensure timely arrival.

Service:

• Monitor daily operations of the service business, handling requests from technicians, warehouses, customers, and vendors via phone calls and emails using shared mailboxes.
• Oversee technician service order activity to ensure timely completion and closure.
• Perform data entry for inventory transactions and warehouse reconciliations.
• Issue purchase orders to the factory and vendors for replacement parts. Create Replacement and Low Inventory Purchase Orders. Handle goods receipts and adjustments in SAP. Generate open PO report weekly to monitor replacement order activity.
• Issue customer quotations for billable labor and parts. Process customer purchase orders in SAP/CRM, submitting orders to the warehouse portal and ensuring timely delivery of spare parts and consumables for technician and customer needs.
• Research return orders, create commercial invoices based on import documents, and ensure proper replacement for warranty/early failure/DOA parts.
• Liaise with Warehouse, Headquarters, and Field Service Representatives to achieve a 2-day turnaround on all Return Orders.
• Provide customs clearance support to our broker and carriers as needed.
• Track national and international shipments and review carrier invoices for appropriate charges.
• Organize shared folders and mailboxes.

Do you qualify?

• Minimum of 3 years of experience in inventory coordination and logistics.
• Knowledge of SAP and SAP CRM is required.
• Proficient in MS Office (Excel, PowerPoint, Word, Outlook, TEAMS).
• Well-organized, detail-oriented, and adaptable to changing priorities.
• Strong organizational and communication skills.
• Ability to prioritize tasks based on daily business demands.
• Proficiency in analyzing transactional details.

Working Conditions and Special Demands:

• Hybrid work schedule - 3 days in the office/2 days remote.

Compensation:

• The annual pay range for this position is $55,000- $65,000

The pay offered for this role may be influenced by factors such as job location, scope of role, qualifications, and education.

This position is also eligible for a performance bonus or sales commissions. ZEISS also offers robust benefits, including medical plans, retirement savings plan and paid time off.

ZEISS is an EEO/AA/M/F/Disabled Veteran Employer

Your ZEISS Recruiting Team:
Maria Khalil

Zeiss provides Equal Employment Opportunity without unlawful regard to an Applicants race, color, religion, creed, sex, gender, marital status, age, national origin or ancestry, physical or mental disability, medical condition, military or veteran status, citizen status, sexual orientation, pregnancy (includes childbirth, breastfeeding or related medical condition), genetic predisposition, carrier status, gender expression or identity, including transgender identity, or any other class or characteristic protected by federal, state, or local law of the employee (or the people with whom the employee associates, including relatives and friends).