About the Company:
Aerolase is the fastest growing medical laser company, serving the high growth dermatology and aesthetic laser market. Nestled in the picturesque Hudson Valley in Tarrytown, NY, the location is also ideal for access to NY City and other areas of the Northeast and Mid-Atlantic U.S. We are hiring in many areas and currently seek laser optical engineering technicians with a passion for creating new things. The company offers a friendly, team-oriented work environment and competitive compensation including salary, bonus, stock options, 401k, and health/dental/life insurance plans.
About the Team:
• We are a diverse team of friendly, creative hard-working people with a passion for achieving our objectives
• We are creative, hands-on and innovative with a strong orientation toward high customer satisfaction
• We have created a very team-spirited company culture and believe it is important to have open and effective cross-functional collaboration and communications – and enjoy our work!
About the role:
We're looking for an enthusiastic, creative and detail-oriented problem solver to help support the coordination and dissemination of marketing materials to the sales and marketing teams, to track inventory of these items and to be generally available to assist with other customer support needs at the Tarrytown headquarters.
Candidates should have proven ability to work independently to manage multiple simultaneous tasks, and see all tasks to completion. Also should have the ability to work well in a collaborative multidisciplinary team environment, develop and follow work instructions including use of computer applications, and efficiently and effectively organize, prepare and pack items for shipping to outside personnel including salespeople and customers.
Responsibilities:
Order Fulfillment:
• Process customer orders for all items aside from energy devices, carts, evacuators and shrouds (i.e. accessories and marketing materials) and manage their fulfillment from receipt to delivery, ensuring all orders are accurately documented and fulfilled.
• Prepare shipping labels, packing lists, and other necessary documentation and pack up the items for outgoing shipments to support sales teams, marketing teams, customers and events.
• Coordinate with warehouse staff or third-party logistics providers to ensure timely and accurate order fulfillment.
Shipment Intake & Stocking:
• Receive incoming shipments of all marketing/sales materials as well as all items from conferences/events and sales representatives, verify contents against packing lists, and inspect items for damage or discrepancies.
• Stock items appropriately in marketing storage areas, ensuring they are organized, easily accessible, and labeled correctly.
Shipping Coordination:
• Coordinate shipping schedules and logistics with carriers to ensure timely delivery of orders.
• Track shipments and provide customers with updates on order status and delivery times.
• Resolve any issues related to shipments, such as delays, damaged goods, or lost packages, in a timely and professional manner.
• Ensure all shipping activities comply with company policies and relevant regulations.
Administrative Duties:
• Monitor and manage inventory levels of marketing materials and supplies, placing orders for replenishment as needed to prevent stockouts.
• Perform general administrative tasks such as answering phones, welcoming visitors to the 5th floor, managing emails, and maintaining office supplies.
• Coordinate with internal departments to ensure all paperwork and documentation are accurate and up-to-date.
• Maintain accurate records of shipments, inventory levels, placing orders for replenishment as needed to prevent stockouts.
• Make entries into the CRM customer records as needed to ensure complete and accurate information. This includes AML financing status, uploading signed physical contracts, updating warranty status, resolving discrepancies between digital and hard copy documents.
• Ongoing audit of "acknowledgment of delivery" paperwork & adding to the Salesforce opp.
• Perform a backup role for provision of AML codes to customers.
• Perform other duties in support of marketing and sales functions.
Skills and Experience:
• Minimum 3 years work experience working with CRMs, Excel spreadsheets and other applications to record and access customer information and shipment information
• Familiarity with domestic and international shipping documentation
• Well organized with high attention to details.
• Strong interpersonal and communication skills.
• Strong analytical and problem solving skills; ability to identify and propose solutions for issues as they arise.
• Self-motivated, detail oriented and well organized. Ability to make decisions and work independently and also with a team.
• Strong work ethic and desire to help the company succeed.
• Not afraid to ask questions and make suggestions for improvement.
• Able to work under pressure due to customer demands.
• Ability to successfully manage multiple projects and daily responsibilities. Ability to discern and appropriately communicate sensitive issues.
• Ability to routinely lift packages of up to 35 lbs
Educational Requirements:
• Associate’s or Bachelor’s degree in a business or technical field