Pipeline Medical

Operations

• 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

Sales Ops Administrator

Executive Assistant

• Manage the CEO's inbox and calendar, including organizing and responding to select emails
• Provide occasional assistance with personal tasks and errands
• Use AI tools to create and improve workflows, systems, and administrative processes
• Track ongoing projects across the CEO, Operations, Sales, and Marketing departments and ensure deadlines are met
• Serve as a point of contact for internal and external communications
• Arrange hotels, client meetings, meals, transportation, and other business travel logistics
• Compile reports and conduct market, client, and company research
• Organize files, records, data, and internal reports
• Manage office supplies, company subscriptions, expenses, invoices, and account cancellations
• Coordinate company and trade show events, including lodging, materials, promotional items, and reservations
• Assign, deactivate, and merge CRM accounts; maintain CRM data and hygiene
• Support sales, marketing, operational, software, and tool-management projects
• Build and maintain lightweight workflow automations and document them for handover
• Identify tasks for automation and collaborate with the technology team to implement solutions
• Review AI-generated outputs for accuracy before delivery to customers or Account Managers