Sales Coordinator - Transfusion and Transplant

Job Summary

To provide a full support service to the Transfusion and Transplant Department with particular emphasis on tender application and completion and providing quotations to customers for instruments and associated reagents.

Key Accountabilities

• Complete and return SQ’s, tender documentation and supporting documentation as per ISO 9001:2000 procedures. Record details of all tender submissions. Keep copies of tender documentation in customer files.
• On a daily basis check for newly published OJEU notices via the Public Tenders, NHS Tenders and TED websites. Maintain a list of tender opportunities identified. Email details of the OJEU to the Business     Manager. Keep a PDF copy of all OJEU notices on the server. Print, file and log all completed SQ’s / ITT’s.
• Update contact information held on SAP CRM as necessary; add quotes, OVF’s, OQ’s, IQ’s, software upgrades, test counter reports, shipping forms and training documents.
• Prepare all quotes including general, renewal, Reagent Rental proposals.
• Create Reagent Rental Contracts and issue to customers.  Copy and distribute signed contract to appropriate Werfen UK departments with OVF.
• Compile, format and file letters as required.
• Send out via post / email product update letters and mailshots.
• Create, update and distribute user lists.
• Maintain training  records  for Training  Modules  and lunchtime presentations.
• Update annual price lists and issue to Area Account Managers.
• Monitor and maintain records of mandatory software upgrades.
• Create / format and produce Product Flyers in conjunction with the Marketing Manager.
• Format, update, laminate, bind operating manuals as required.
• Create, update and issue quote templates and letter templates to Area Account Managers.
• Ensure controlled documents are kept up to date.
• Maintain and update generic T&T information for tenders and update tender appendices template.
• Scan and file contracts and amendments to server.
• Handle all customer enquiry calls. Take callers name and full details of the reason for the call.  Re-direct the customer call to Customer Service or Technical Service if appropriate, to resolve the customer query.
• Screen calls for Business Manager and take calls in his absence.
• Pass accurate messages on to Area Account Manager and Application Specialists by telephone, leave a voice mail message if necessary and also confirm the details of the message via email.
• Regularly file copies of all information into customer files.
• Keep track of tenders.  Ensure return by date is adhered to.  Keep a record of tenders pending and tenders that have been applied for (in accordance with Werfen UK’s Quality procedures).
• Maintain office in a logical and tidy manner
• Keep stocks of promotional material and order from SAP CRM, as necessary.
• On receipt of orders, coordinate and distribute order verification forms to all relevant departments within Werfen UK.
• Prepare patient samples, complaints, demo kits and slides to be sent by courier
• Maintain promotional giveaways stock level with other Sales Coordinators and Financial Controller.     
• Download, update and distribute product inserts / MSDS as required.
• Raise purchase orders and cheque requests as necessary.
• Reserve meeting rooms and order buffets.
• Provide cover for other Sales Coordinators in periods of absence.
• Keep record of all instruments and update the instrument log.
• Monthly reports from Area Account Managers and Application Specialists are due by 1st Monday of each month.  Distribute a copy of each report to the General Manager by 1st Monday of each month.
• Organise venues, coordinate and attend sales meetings as requested to take minutes.
• Update and maintain the exhibitions schedule and budget spreadsheet.
• Organise, maintain and distribute the exhibition stands and equipment.
• Organise and coordinate bi-annual User Group Meetings.
• Organise and coordinate Transfusion and Transplant demo days.
• Organise and  co-ordinate  customer seminars,  including  booking hotel,  taxis, lunches, preparing training manuals etc
• Investigate and book flights and trains as required for visiting customers.
• Coordinate bi-annual IBMS meeting in rotation with other business divisions.
• Coordinate annual BBTS and UGM meetings
• Awareness of the Integrated Management System (covering Quality & information Security)
• Arrange shipping of analysers with third party delivery partners.  Advise Instrument Co-ordinator, Supply Chain Manager and Stores of shipping requests.
• Support the IT Division with Admin support.
• In conjunction with other Sales Coordinators produce an internal newsletter with the contributions from other departments
• Run reports and data for dashboard updates

Networking/Key relationships

• Work with internal T&T team relating to quotes, tenders, agreements etc
• Correspond with external customers relating to Seminars, User Group, mailshots, general correspondence, quotes, complaints
• Work with other internal teams relating to BBTS, UGM, IBMS, invoicing, orders, shipping

Minimum Knowledge & Experience required for the position:

•     Team working

•     Delivers results

•     Customer focus

•     Relationship management

•     Negotiation capabilities

•     Flexibility and adaptability to a fast changing environment

•     Seizes accountability

•     Solid business and financial Acumen

Skills & Capabilities:

•     Team working

•     Delivers results

•     Customer focus

•     Relationship management

•     Negotiation capabilities

•     Flexibility and adaptability to a fast changing environment

•     Seizes accountability

•     Solid business and financial Acumen

Travel requirements:

Required: No

-    Attend Werfen local meetings as required

Apply to hr.uk@werfen.com