Sales Operations Specialist

Summary

Join Trace3 as a Sales Operations Specialist and manage sales orders for assigned regions. You will create and review purchase orders, reconcile and audit fulfillment of various items, and work closely with vendors and internal teams. Responsibilities include leading the sales order cycle, providing guidance on resolving variances, enforcing purchasing procedures, and ensuring accurate order processing. You will also manage backorders, create billing schedules, track product line items, and handle returns. The ideal candidate possesses a high school diploma or equivalent (Bachelor's degree preferred), 3+ years of relevant experience, strong Excel skills, and ERP system experience (NetSuite preferred). Excellent communication and organizational skills are essential.

Requirements

• High school diploma or equivalent (Bachelor’s Degree preferred)
• Minimum of 3 years of related work experience in purchasing, sales operations, or logistics
• Experience in Operations; strong internal controls knowledge and experience implementing processes and procedures
• Strong Microsoft Excel skills
• Excellent interpersonal communication skills are required for interacting with employees, vendors, and clients
• Highly organized, detail-oriented, excellent time management skills, and able to effectively prioritize tasks in a fast-paced, high-volume, and evolving work environment
• Ability to approach customer and sales requests proactively and consultatively; listen to and understand user requests and needs and effectively deliver
• Comfortable managing multiple and changing priorities and meeting deadlines in an entrepreneurial environment

Responsibilities

• Lead sales orders cycle for assigned regions
• Actively and continually engage with assigned regional teams to develop a solid understanding of their business and recommend solutions for efficiency
• Provide guidance to internal teams on resolving variances
• Contribute to and enforce purchasing standard operating procedures and policies
• Ensure the Purchasing process is executed correctly to minimize liability to the Company
• Responsible for the internal item setup process and coordinating with sales team to ensure proper classification of each item “attribute” (tax classification, practice area, type, etc.)
• Review orders to ensure that items/components are properly classified at the time of purchase
• Review orders for accuracy regarding shipping address, PO, shipping account information, price, etc
• Process drop-ship, special order, and inventory/warehouse orders through ERP Platform in a timely manner
• Send purchase orders to the correct vendor/distributor and work together to resolve any questions or discrepancies that arise
• Work with the inventory team to ensure that backorder inventory assigned to sales orders is sourced and purchased
• Create billing schedules for installment orders to ensure our clients are invoiced for the correct amount at the correct time
• Track all product-related line items (hardware, software, support, and PS resale) and complete weekly follow-ups with vendors for all unfulfilled product line items
• Perform item fulfillment based on vendor bills, physical shipping confirmations, electronic delivery confirmations, license keys, and support contracts
• Request, track, and fulfill return authorizations
• Problem-solve discrepancies and provide recommended solutions
• Perform other duties as assigned

Preferred Qualifications

Experience with ERP systems; NetSuite is strongly preferred

Benefits

• Comprehensive medical, dental and vision plans for you and your dependents
• 401(k) Retirement Plan with Employer Match, 529 College Savings Plan, Health Savings Account, Life Insurance, and Long-Term Disability
• Competitive Compensation
• Training and development programs
• Stocked kitchen with snacks and beverages
• Collaborative and cool culture
• Work-life balance and generous paid time off