Bothell, WA (Corporate)

Operations Coordinator

North America

Reports to: Manager, Business and Sales Ops

Position summary

The Operations Coordinator facilitates the most critical step in our sales and renews process, the review of a customer’s order and delivery of our software licenses. This role requires a self-managed, researcher that is a detail orientated task master.

About Winshuttle

Are you interested in working in a fun, collaborative environment, for an award winning workplace? Winshuttle is dedicated to fostering a culture of respect and innovation to support and empower employees' ambitions. We're constantly looking for entrepreneurs who aren't afraid to think outside the box, and don't take themselves too seriously. We embrace and support our employees who seek opportunities for continued learning, inspire others, and live and breathe our core PACT values. We have a work hard, play hard mentality; we're constantly evolving lean solutions for ERP business processes by day, and dominating on the frisbee golf course by night. Our strength and competitive advantage stems from our awesome employees, and we strive to create a balanced work life that is as inspiring and rewarding as life at home. Think you might be a great fit?

Essential functions and responsibilities

  • Review incoming Sales Orders and evaluate for accuracy, ensuring all required data and attachments are included before promoting to License Fulfillment.
  • Act as first tier of support for special customer contract amendment requests from Sales. Analyze significant or unique contract requirements, special provisions, terms and conditions to ensure compliance with established corporate policies & procedures. Escalate to management team where necessary and effectively communicate results to stakeholders.
  • Manage onboarding/documentation of customers with special contract terms & conditions.
  • Become a subject matter expert pertaining to operation of Winshuttle’s licensing systems for both technical and process related matters.
  • Liaise with other departments such as Support and Finance to resolve issues related to customer licensing, renewals and product configuration.
  • Manage the order review and license fulfillment requests in a timely, efficient and accurate manner
  • Provide support and service to the internal stakeholders – Finance, Sales and Customer Success
  • Participate and manage internal projects as needed
  • Perform maintenance procedures for data change requests. Ensure established approval and escalation processes for such change requests are followed.
  • Flexible schedule as extended hours may be required at the end of each month

Desired behaviors

  • Ability to communicate effectively with technical personnel as well as with business users.
  • Receptive to change – is flexible, seeks and adopts improved approaches and processes.  Initiates action – is results oriented, takes responsibility for actions and outcomes. Meets commitments and strives for high performance.
  • Manages the workload – makes timely decisions, prioritizes effectively, solves problems, monitors results and
    takes remedial action where necessary.
  • Technically proficient – knows role and has a solid familiarity with tasks and responsibilities.
  • Takes responsibility for own learning – knows personal strengths and recognizes development needs. Is open
    to feedback and always seek to learn.
  • Communicates ideas – strong facilitation and written communication, proposes a way forward. Listens to
    views of colleagues and takes in diverse perspectives.
  • Demonstrated ability to compose clear and concise technical written communication.
  • Works collaboratively – shares information, fosters teamwork and contributes to positive work environment
    where people want to come to work.
  • Display ethical character and competence – acts with integrity and intent, is accountable for own actions,
    behaves according to the PACT values. Act as a good citizen of Winshuttle.

Knowledge

  • Demonstrated ability to work independently and with a team to manage multiple projects concurrently
  • Understanding of databases, data modeling, data quality, data mapping, reporting, and analytics.
  • High proficiency with personal computers in a Windows environment and MS Office.
  • Proven ability to effectively communicate with customers via phone and email
  • Intermediate research and troubleshooting skills
  • Ability to read and interpret sales contracts

Experience

  • 2+ years of related experience and/or Bachelor Degree with 0-2 years’ experience  Basic understanding of Salesforce required
  • Preferred experience in one or more of the following: A CRM system (Preferred Salesforce.com), Ticket tracking system, Licensing software or any other Business applications

This job posting does not imply that these are the only duties to be performed. Employees occupying this position will be required to follow any other-related instructions and to perform any other job related duties requested by their supervisor. To perform this job successfully, an individual must be able to perform each essential duty and meet the physical requirements satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.