Sales Operations and Administration Specialist

Flexcompute is a cutting-edge technology startup that specializes in ultra-fast simulation technology. Our products are utilized by companies in designing and optimizing technology products, with applications ranging from designing airplanes and cars to wind turbines and quantum computing chips. Our customer base includes both household names and startups in emerging industries. Our company was founded by world-renowned leaders in simulation technology from Stanford University and MIT. Backed by top VC firms, we are poised to disrupt the billion-dollar engineering simulation industry with our fast-growing trajectory.
 
Role Overview
We are seeking a Sales Operations and Administration Specialist who will oversee sales processes, manage procurement, and ensure accurate bookkeeping.
The ideal candidate will be proactive, detail-oriented, and driven by a passion for efficiency. They should have an analytical and strategic mindset, possess a proven track record of optimizing sales operations, and be prepared to streamline financial and procurement processes. We invite focused, results-oriented professionals capable of delivering consistent value to apply for this exciting opportunity.
 
Responsibilities
Sales Support: Streamline sales processes and systems to improve efficiency and effectiveness. Assist the sales team with day-to-day administrative tasks, including managing customer inquiries, maintaining accurate client records, and coordinating schedules to ensure smooth and efficient operations.
Order Processing: Manage purchase order processing, ensuring accurate data entry into the system, while following up on order fulfillment, delivery, and invoicing.
Documentation Management: Organize and maintain accurate documentation related to sales transactions, contracts, proposals, and agreements. Ensure all relevant information is accessible, accurate, and up to date.
CRM Management: Maintain and update the Customer Relationship Management (CRM) system with accurate customer data, ensuring data accuracy and optimal usage by the sales team. Train and guide team members on best practices for CRM utilization.
Procurement and Vendor and Partnership Management: Oversee the procurement of goods and services, negotiating terms with vendors and external partners to secure favorable pricing and agreements. Maintain comprehensive records of purchases, shipments, and returns while managing partnerships, sponsorships, and media relations.
Meeting and Event Planning: Schedule and coordinate meetings for key internal and external stakeholders. Assist with the planning and organization of events and conferences.
Bookkeeping: Handle day-to-day financial transactions, including but not limited to invoicing, processing payments, managing accounts receivable and payable, and bank reconciliation. Ensure that all financial data is accurately recorded and maintained in compliance with company policies and regulatory standards.
Cross-Functional Collaboration: Collaborate closely with sales, finance, and marketing teams to ensure seamless integration of operations. Assist in the development and enforcement of policies and procedures that enhance operational efficiency.
Requirements
Educational Background: A bachelor's degree in business administration, accounting, finance, or a related field is preferred. Relevant experience may substitute for formal education.
Experience in Sales Operations: Proven track record in a sales operations or administrative role, ideally within a technical or engineering-focused industry. Familiarity with U.S. export regulations for products and services is a plus. Demonstrated ability to streamline sales processes and enhance efficiency.
Technical Skills: Proficiency in Customer Relationship Management (CRM) software and Microsoft Office Suite. Familiarity with database and other data analysis tools is advantageous.
Organizational Skills: Exceptional organizational skills to manage multiple tasks efficiently, prioritize effectively, and maintain accurate documentation.
Communication and Collaboration: Strong written and verbal communication skills, with the ability to interact effectively with internal teams, management, and external vendors. Collaborative mindset to foster seamless cross-functional relationships.
Attention to Detail: High degree of accuracy in managing records, processing transactions, and ensuring data integrity.
Problem-Solving Skills: Proactive problem-solving abilities to anticipate issues, identify root causes, and implement effective solutions.
Benefits
Competitive compensation with equity of a fast-growing startup.
Medical, dental, and vision health insurance.
401(k) Contribution.
Gym allowance.
Friendly, thoughtful, and intelligent coworkers.
Join Us
Join a company that is at the forefront of innovation in the engineering simulation industry, where your skills and contributions will directly impact our growth and success. We offer a dynamic work environment, opportunities for professional growth, and the chance to work with a talented team committed to pushing the boundaries in simulation technologies. Here, your role will be key in shaping the operational backbone of our sales efforts, paving the way for continued success and expansion.