Sales Ops Administrator
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Job Description
Sales Operations Administrator supporting Pipeline Medical’s medical distribution orders, pricing, allocations, and substitutions. Automating recurring workflows with AI while coordinating Sales and Operations.
Responsibilities:
- Work daily backorder and non-shipping reports and identify affected orders before customers do
- Monitor processing, rejected, and on-hold orders and drive each to a confirmed ship date or documented resolution
- Communicate order status changes to Account Managers and customers
- Check inventory across partner warehouses and submit reroute requests when stock is available elsewhere
- Own the backorder ticket queue end to end and escalate tickets approaching service thresholds
- Research and propose comparable product alternatives and substitutions
- Verify Operations-suggested substitutes and maintain a reference library of accepted substitutions
- Flag missing or inactive catalog products and submit PID creation requests
- Process weekly allocation reports, prepare physician allocation communications, and load allocated items into customer carts
- Track allocation uptake and escalate unclaimed allocations
- Coordinate allocation transfers between accounts and maintain the allocation tracker
- Oversee Savings Analysis Quote processes comparing customer pricing against Pipeline contract and GPO pricing
- Reconcile portal, contract, and invoice pricing and raise discrepancies
- Prepare pricing and savings summaries for business reviews, renewals, and onboarding
- Coordinate between Account Management and Operations on order exceptions and document agreements
- Maintain order, ticket, and account records in Zoho CRM
- Produce weekly reports for Sales leadership
- Document standard operating procedures and identify systemic data, process, and tooling issues
- Use AI tools daily for communications, report analysis, vendor-portal/document data extraction, and product-specification checks
- Build, maintain, and document lightweight workflow automations
- Propose and implement automation of recurring work with the technology team
- Check AI-generated output for accuracy before delivery to customers or Account Managers
Requirements:
- Minimum 3–5 years of experience in sales operations, sales support, customer service, or order management within medical, surgical, pharmaceutical, or another regulated distribution environment
- Hands-on experience with distributor and manufacturer portals, including stock lookup, backorder and non-shipping reports, and substitution research
- Bachelor's degree preferred, or equivalent practical experience in a related administrative function
- Working knowledge of CRM platforms and Microsoft/Google Sheets, including formulas and pivot tables
- Zoho experience is a plus
- Ability to read product specifications and judge whether an alternative is a true equivalent
- Strong, current AI skills, including daily use of AI assistants for research, data extraction, drafting, summarization, and analysis
- Ability to write prompts that produce reliable, repeatable results
- Demonstrated experience automating repetitive work through AI tools, no-code automation platforms, scripting, or CRM workflow builders
- Strong attention to detail and comfort working with data accuracy and volume under deadline pressure
- Clear written and verbal communication in English
- Ability to apply critical and analytical thinking to problem-solve issues and streamline tasks
- Ability to manage recurring workflows independently with minimal supervision
- Ability to collaborate with cross-functional teams in a remote, metrics-driven environment
- High discretion and sound judgment when handling pricing and account information
- Persistence in following issues through to closure
Benefits:
- Remote work arrangement
- AI-forward work environment with daily use of AI tools
- Opportunity to build and maintain workflow automations
- Collaboration with the technology team to automate recurring workflows
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