Job Title:  Global Operations Administrator

CAMECA Instruments, Inc. is a world leading supplier of microanalytical and metrology instrumentation for research and process control. Our instruments measure elemental and isotopic composition in materials down to atomic resolution and equip government and university labs as well as high-tech industrial companies around the world.

Reporting to the Director Americas Sales, the Global Operations Administrator is responsible for administrative and operational support of global sales activities.  This individual will also be responsible for domestic and international freight shipping as well as coordinating the hand-off of instrument sales with letters of credit and all documentation required to ship instruments to customers according to revenue recognition commitments.

Key Responsibilities:

• Support Product Sales Leaders and wider sales team in preparation of documentation for RFQ (Request For Quote) and tender responses.
• Track and administer Purchase Orders and associated documentation, filing in an organized and logical manner, in a centralized location. (company SharePoint site).
• Prepare and place internal Purchase Orders from CAMECA US (CII) to CAMECA France (CSA) when instruments/upgrades are purchased, internally.
• Host order review meetings to align all parties on scope, requirements, and obligations after Purchase Orders are received.
• Ensure 3rd party ancillary items are ordered and delivered on time.
• Coordinate Order Management Process (OMP), to track and align on progress (financial milestones, shipping, acceptance, training obligations, invoicing, etc.) with all LEAP and America-bound CSA instrument & upgrade orders.
• Follow up with CSA regarding documentation, etc., required for payment milestones of our SIMS tools.
• Coordinate with CAMECA’s logistics partner to organize all domestic and international instrument freight shipments (commercial invoicing, packing lists, certificates of origin).
• Coordinate with CSA and freight forwarders for import shipments to the US.
• Coordinate with CSA for tracking overseas shipping costs.
• Support of customer service team shipments (particularly freight shipments) in times of high volume and during absences
• Monthly review with Finance team of order status, collection progress, etc.
• Coordinate with bank and prepare all letters of credit for foreign customers with required documents.
• SOX compliance with finance team to ensure all sales order files are completed and compiled.
• Book sales orders in Epicor and ship out on time.
• Communication for Sales and Finance Team to include:
• Chair the weekly Order Management Process meeting (OMP) to review financial milestones, shipping, acceptance, training, invoicing for all instruments and upgrades for the US.
• Participate in the weekly US sales team call for visibility on sales activity and pending orders.

Skills & Attributes:

• Exceptional organizational and communication skills with high degree of accuracy and attention to detail.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, etc.)
• Knowledge of MRP/ERP systems and MRP-based manufacturing methods and techniques highly preferred.
• Organized, yet flexible; able to work under pressure and prioritize workload in the face of evolving priorities.
• Able to take initiative and handle a variety of tasks in parallel, establishing SOPs as needed.
• Must be able to communicate effectively and efficiently at all levels and functional areas of a multi-national organization.

Education:

• Bachelor’s degree in business, Logistics, or Supply chain management or related field is desired.
• 2-5 years’ experience in a manufacturing inventory environment or related position preferred.

** Individual selected will be required to work in our Madison office 3-4 days per week.   CAMECA does offer a flexible/hybrid work model.