Sales Operation Assistant

At the forefront of health technology for over 35 years, Munich-based Brainlab digitizes medical workflows, from diagnosis to therapy, to offer clinicians and patients better treatment possibilities. Our innovative digital ecosystem forms the basis for modern healthcare technology in 4000 hospitals in 120 countries.

Our key to success is our creative, talented and hard-working team, which consists of around 2000 dedicated and inspiring individuals in 25 locations worldwide. To succeed in reaching our targets, we are seeking committed colleagues who can stand behind our core values curious, authentic and useful.

Job Description

The Operation Sales Assistant for Digital-OR Solutions is responsible for ensuring the efficient and timely execution of customer and project orders by coordinating procurement, production planning, supplier management, and delivery activities. The role acts as a key interface between suppliers, project managers, warehouse teams, and internal stakeholders to maintain material availability, manage forecasts, monitor order backlogs, and proactively resolve supply or delivery issues. Through accurate order administration, supplier coordination, and compliance with company procedures, the position supports on-time project delivery and customer satisfaction while driving operational efficiency across the supply chain.

Key Responsibilities:

• Process stock orders and project orders, ensuring accuracy and timely execution.
• Manage supplier orders and related accounting activities, including price monitoring and invoice verification.
• Create, process, and maintain order entries, procurement activities, production requirements, and delivery schedules.
• Manage and monitor forecast quantities to support material availability and efficient planning.
• Continuously review and follow up on projects order backlogs to ensure timely fulfillment.
• Coordinate with suppliers to track order confirmations, delivery schedules, and resolve supply issues when required.
• Support demand planning by communicating forecasted requirements and project needs.
• Collaborate with internal stakeholders, especially with Projects managers and Warehouse teams to ensure smooth order execution and project delivery.
• Maintain accurate records and ensure compliance with company procedures and quality standards.

• Manage Suppliers inquiries regarding pricing, deliveries, invoices, order status, and documentation.
• Support Project Managers throughout the order lifecycle, from order placement through delivery by identifying and escalate potential issues that may impact customer deliveries or project timelines.

Qualifications

Essential

qualifications

• Experience in order administration, purchasing/procurement, supply chain coordination, sales operations, or a comparable operational support role.
• Ability to process stock and project orders accurately and follow them through from placement to delivery.
• Practical understanding of supplier coordination, order confirmations, delivery schedules, and resolving supply or fulfillment issues.
• Strong organizational skills, with the ability to track forecasts, order backlogs, production requirements, and multiple delivery timelines.
• Confidence handling commercial administration, such as price checks, invoice verification, and supplier questions about orders, pricing, or delivery.
• Clear, professional communication with suppliers and internal stakeholders, especially project managers and warehouse teams.
• Careful record-keeping and a consistent approach to following company procedures and quality requirements.
• A proactive, service-oriented mindset: able to identify risks to customer deliveries or project timelines and raise them promptly.
• Good attention to detail and reliability when working with changing priorities and deadlines.
• Profound English and German skills.

Nice to have:

• Experience supporting project-based order fulfillment or coordinating material availability for customer projects.
• Experience using ERP, procurement, inventory, or order-management systems.
• Background in medical technology, healthcare, or another environment with structured quality procedures.

Additional Information

• A mutually-supportive, international team
• Meaningful work with a lasting impact on medical technology
• 30 vacation days, plus December 24th and December 31st
• Flexible working hours as well as hybrid work model within Germany
• Bike leasing via cooperation partner "BikeLeasing"
• Parking garage and safe underground bike storage
• Award-winning subsidized company restaurant and in-house cafes
• Variety-rich fitness program in our ultra-modern 360m2 company gym
• Regular after work, team, and company events
• Comprehensive training and continuing education opportunities

Ready to apply? We look forward to receiving your online application including your first available start date and desired salary.

Contact person: Ayline Föll