Sales Operations Administrator

Drive Global B2B Excellence with Lumos - Pioneers in Smart Cycling Safety

At Lumos, we didn't just create a helmet; we revolutionized an industry by integrating lights, turn signals, and smart features to make cyclists safer and more visible. Now, we are looking for a highly meticulous and system-focused Sales Operations Administrator to serve as the operational backbone for our rapid global expansion. We need someone who excels at perfecting processes and mastering complex documentation and pricing systems (ERP/Google Sheets).

Key skills and competencies we're looking for:Sales and Order Management

• Order Processing: Manage the end-to-end processing of customer Purchase Orders (POs) and ensure all specific client requirements are met promptly.
• Documentation: Generate, verify, and manage essential sales documentation, including Sales Orders, Packing Lists, and Commercial Invoices, ensuring 100% accuracy.
• Account Monitoring: Monitor Account Receivables (AR) and assist with payment follow-ups and reconciliations as necessary.
• Client Liaison: Act as a reliable point of contact for customers, particularly those in the EU region, handling inquiries and maintaining professional communication standards.
• Sales Support: Assist the sales team with the arrangement and preparation of necessary materials for sales activities.

Administrative and Operational Support

• Process Improvement: Lead the initiative to identify inefficiencies in current administrative processes and implement tools or methods to streamline daily operations.
• Supply Chain & Finance Liaison: Communicate regularly and effectively with the Finance, Supply Chain and Logistics teams to ensure seamless alignment on documentation and shipment requirements throughout the sales cycle.
• Data Management & Reporting: Maintain a regular cadence for updating critical business reports and dashboards. This responsibility includes, for example, the routine processing and updating of key metrics such as sales revenue and volume figures, distributor sell-in reports, and Account Receivables (AR) tables/dashboards to ensure real-time accuracy for the sales team.
• Filing System Management: Develop and maintain a comprehensive physical and digital filing system to ensure all contracts, invoices, and records are organized, secure, and easily retrievable.

Lumos Start Up Specific

• You're collaborative and proactive. You work well both independently and in a team. You're highly driven.
• Resourceful - You're able to figure things out on your own with minimal hand holding.
• You partake in our shared sense of mission, and care enough to get the job done, and get it done well.
• Dress comfortable to work Shorts? No problem. Pyjamas? Get over here.

We are looking for someone who has

• Experience: A minimum of 3 years of experience in an administrative, sales support, or commercial operations role.
• B2B Operations: Proven experience in international sales administration or commercial support, focusing on B2B documentation, order processing, and supply chain coordination.
• Language & Communication: Excellent oral and written English communication skills; comfort interacting with international partners, particularly in the EU region.
• System Mastery:

• Advanced proficiency with Google Sheets is mandatory
  , including proven ability to construct complex
  pricing models, margin calculations, and data dashboards
  .

• Forecasting & Modeling:
  Ability to build dynamic models that use past data to predict future outcomes. Must be comfortable calculating
  run-rates, months/weeks-of-supply
  , and more.

• Experience with ERP systems (e.g., Odoo, NetSuite, SAP) is highly preferred, focusing on sales, invoicing, and inventory modules.

• Logistics Knowledge: Basic understanding of international shipping terms (Incoterms) such as FOB, EXW, and DAP.
• Education: A bachelor's degree or equivalent qualification.
• Tools: Competency with all Google Workspace applications (Docs, Slides, etc.) and familiarity with Lark or other similar platforms for team communication.
• Strong proficiency in the English language and able to hold a conversation with key customers from Europe and beyond.
• Culture Fit: A strong interest, familiarity, or experience in cycling is a major plus but not mandatory.
• Experience with Shopify is a
  bonus.