Office Administrator- Sales

Western Microsurgical specializes in the sale, service, maintenance and repair of Leica surgical microscopes, serving hospitals, surgery centers, and physicians in the specialties of ENT, Plastics, Ophthalmology and Neurosurgery.

The Office Administrator performs a wide range of administrative, operational, and sales support activities to ensure the efficient functioning of the organization. This role supports management, the sales team, service technicians, and customers through effective communication, detailed coordination, and proactive problem-solving.

• Manage end-to-end order fulfillment for our surgical drape business and other supported product lines, ensuring accuracy, timeliness, and a high level of customer satisfaction

• Prepare detailed quotes for Ronin headlights, Sutter instrumentation, Global cabinets, and additional surgical products.

• Coordinate logistics for microscope shipments, ensuring timely and accurate delivery.

• Respond independently to assigned tasks and projects, ensuring timely and accurate completion.
• Maintain polite, professional communication via phone and email.
• Anticipate and proactively support the needs of management, the sales force, and service technicians.
• Answer phones in a professional manner, directing calls appropriately or taking detailed
• messages.

• Provide exceptional customer service with clear, concise communication.
• Ensure the office environment remains clean, organized, and functioning efficiently.

• Prepare quotes in systems including Salesforce, Global, and Acuamatica.
• Create and update customer accounts in Acuamatica, including general customer information and A/P contact details.
• Enter new products and update pricing in Accounting System.
• Contact customer facility Purchasing Departments to initiate vendor setup processes.
• Prepare invoices for products sold and ensure timely submission to purchasing facilities.

• Provide administrative support to the Vice Presidents of Sales and assist with ongoing tasks and special projects.
• Perform all other duties as assigned by management.

• Associate’s or Bachelor’s degree strongly preferred.
• Strong customer service orientation with excellent verbal and written communication skills.
• High proficiency in Microsoft Office, particularly Word and Excel.
• Strong organizational, analytical, and problem-solving abilities.
• Self-starter who works independently and anticipates the needs of management proactively.
• Exceptional attention to detail with a commitment to accuracy.
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
• Positive, professional attitude with a desire to contribute to a supportive and productive work environment.
• Experience working within quoting and accounting platforms, including Global, Salesforce, and QuickBooks.

• Health benefits
• 401K plan

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