Sales Ops Administrator

Pipeline Medical

. Work daily backorder and non-shipping reports and identify affected orders before customers do .

Posted 9/21/2026full-timeRemote • United StatesMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates expertise in sales operations and order management within regulated environments, with a strong focus on data accuracy, automation, and effective communication. Proficient in utilizing AI tools for research and process improvement while managing workflows independently.

Highest-signal resume keywords

Sales Operations ExperienceAI Tools ProficiencyZoho CRM ExperienceData Analysis SkillsOrder Management Expertise

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Sales SupportOrder ManagementData ExtractionAutomationProduct Specification AnalysisInventory ManagementPricing ReconciliationReport PreparationWorkflow AutomationSubstitution Research

Soft Skills

Attention to DetailAnalytical ThinkingClear CommunicationCollaborationProblem-Solving

Tools & Technologies

Zoho CRMMicrosoft SheetsGoogle SheetsAI AssistantsNo-Code Automation Platforms

Industry Keywords

Medical DistributionSurgical DistributionPharmaceutical DistributionRegulated EnvironmentDistributor Portals

About the role

Key responsibilities & impact

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

What you’ll need

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

Comp & perks

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