Business Operations Assistant

About the position As Business Operations Assistant, you will evolve in an international environment, providing general administrative support to the sales and operations department. Acting as an interface between EVS’s customers in the Americas, the company, and the sales representatives. You will also support local office responsibilities among the local team. This role will provide close support to the SVP/VP Sales in the region.Job DescriptionOrder entry and daily follow-up for the business in the region Order processing (entry from quotations, confirmation, and communication) in Dynamics 365 ERP CRM data management License entitlements follow-up and processing for outstanding orders and renewals Act as an interface between customers, the operational back-office of EVS, and the sales representatives Administration and documentation for the department Writing of various documents Assist in the organization of internal and external meetings and seminars Back office support to each salesperson Prepare reports regarding operational activities of the business Shipping & Logistics coordination in the Region Coordinate quotations from forwarders and shipping companies Provide harmonized codes and importation/exportation aide for shipping Facilitate shipping invoices for country-specific operations Inform customers of order ship dates Repair/Support order processing Generate quotations for parts, including appropriate tax rates for countries Assist in Purchase Order reception for service incident processing Process warranty and out-of-warranty orders for parts in the ERP system and shipping labels Coordinate SLA parts inventory backfilling to maintain operational business Manage all material expected in return from parts exchanges for service incidents Handle administrative and day-to-day activities in the region Handles multiple agendas, planning, and in-office administrative activities Aides in the coordination of the staff travels (including Visa procedures) Answers, screens, and forward incoming phone calls during business hours Contributes to the ongoing process improvements of the organization to streamline the business worldwideProfile College or University degree preferred

Responsibilities

• Order entry and daily follow-up for the business in the region
• Order processing (entry from quotations, confirmation, and communication) in Dynamics 365 ERP
• CRM data management
• License entitlements follow-up and processing for outstanding orders and renewals
• Act as an interface between customers, the operational back-office of EVS, and the sales representatives
• Writing of various documents
• Assist in the organization of internal and external meetings and seminars
• Back office support to each salesperson
• Prepare reports regarding operational activities of the business
• Coordinate quotations from forwarders and shipping companies
• Provide harmonized codes and importation/exportation aide for shipping
• Facilitate shipping invoices for country-specific operations
• Inform customers of order ship dates
• Generate quotations for parts, including appropriate tax rates for countries
• Assist in Purchase Order reception for service incident processing
• Process warranty and out-of-warranty orders for parts in the ERP system and shipping labels
• Coordinate SLA parts inventory backfilling to maintain operational business
• Manage all material expected in return from parts exchanges for service incidents
• Handles multiple agendas, planning, and in-office administrative activities
• Aides in the coordination of the staff travels (including Visa procedures)
• Answers, screens, and forward incoming phone calls during business hours
• Contributes to the ongoing process improvements of the organization to streamline the business worldwide

Requirements

• College or University degree preferred
• Knowledge of standard systems: Microsoft Office system / Microsoft Dynamics365, Travel booking tools like Concur, and enterprise resource planning toolsets like Dynamics.
• Preferred knowledge of specialized methods and processes (shipping logistics process, customs, importation)
• Has the ability to act as an expert in internal tools linked to the business operations function
• Handles multiple department agendas, planning, and coordination
• Sales solutions and systems
• Customer-oriented with a focus on quality.
• Excellent communication and listening abilities.
• Ability to interact and collaborate with key stakeholders within client organizations.
• Excellent interpersonal skills, with the ability to communicate efficiently with individuals at all seniority levels.
• Ability to remain quiet, prioritize tasks to best react to external requests, work independently, and take ownership of assigned tasks.
• Must work well individually and in a team without supervision.
• Self-motivated, detail-oriented, and organized.

Benefits

• Becoming Part of the EVS Team not only means that you will receive a competitive salary in line with your skills and the market, but also a range of other additional wellness and healthcare benefits.
• Our flexible schedules and hybrid way of working (homeworking) policies will help you preserve your work-life balance.
• EVS will give you the tools to develop your skills and your career by giving you the opportunities of internal mobility.
• You will benefit from working in a friendly, lively environment having ambitious commercial objectives.
• Our dynamic and young team brings the best out of motivated potentials.
• In addition, you will receive a competitive salary and a range of other employee benefits.

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