Senior Order Administration Specialist

Job Responsibilities:

• Advanced Order Processing: Receive and accurately process advanced-level customer orders via various channels, including email, phone, sales quotations and online portals through Trimble's order management systems. 

• Advanced Sales Quote Support: Assisting sales teams with preparing accurate advanced-level quotes prior to and after signature and subsequently converting quotes to orders in respective systems.

• Complex Deals: Light involvement as liaison to represent the quote-to-cash cycle in support of highly complex contracts and deals with large customers, government agencies and partners.

• Order Tracking: Monitor status of orders to ensure timely fulfillment and delivery. Proactively communicate with customers regarding delays or issues that may arise during order processing.

• Customer Support: Address customer inquiries related to order status, software provisioning, shipping information, and product availability. Provide timely and courteous responses to maintain high levels of customer satisfaction.

• Inventory Awareness. Advanced collaboration with global/regional distribution centers and inventory/product management teams to stay informed of inventory availability for order fulfillment. Alert relevant stakeholders (customers/sales teams etc.) in case of any stock shortages or delays.

• Documentation: Maintain accurate and up-to-date documentation to keep track of changes/updates to orders with relevant approvals per policy.

• Quality Control: Verify accuracy of order details ie. pricing, part #’s, customer contact, delivery information and quantities before processing orders. Identify and rectify any discrepancies or errors with customers.

• Cross-Functional Collaboration: Collaborate with the sales, logistics, compliance, revenue recognition, credit/collections and finance teams to resolve any order-related issues. Work together to improve the overall order fulfillment process.

• Compliance: Ensure compliance with company policies and procedures, as well as industry regulations, related to order processing and data privacy.

• Quality Assurance: Perform self-audit quality checks on orders to minimize errors and ensure adherence to company policies and procedures.

• Troubleshooting and Issue Resolution: Identify and resolve order-related problems promptly, escalating complex issues to senior management or other relevant departments when required.

• Support shipping/import/export teams and customer requirements for related documents if required. 

Qualifications & Experience: 

• Minimum High School degree but 2-4 Year Degree preferred; education/training in business admin, software or supply chain management is a plus.

• 2-5 years experience in order administration, sales support, or a related is preferred.

• Strong organizational skills, attention to detail and accuracy in data entry and order processing.

• Excellent communication skills, written & verbal, to interact effectively with customers/internal teams

• Ability to work in a fast-paced environment, prioritize tasks, and meet deadlines.

• Problem-solving and critical-thinking abilities to resolve order-related issues effectively.

• Experience with a top tier Enterprise resource planning (ERP) system preferred.

• Familiarity with Salesforce CRM systems and other relevant software applications preferred.

• Experience with Google Chrome, Gmail, Google Apps, Microsoft Office/Suite, Data Load preferred.

• Problem-solving and critical-thinking abilities to resolve order-related issues effectively.

• Ability to provide high-quality administrative support and multitask effectively.

• Demonstrated ability to prioritize tasks, manage multiple orders simultaneously, and meet deadlines.

• Advanced problem-solving skills to address complex order-related issues and find solutions promptly.

• Adaptability: Willingness to adapt to changing business needs and a fast-paced environment.

• Multi-lingual always a plus: some global regional language requirements may apply based on location

• Global Tax/VAT experience helpful

• Experience with global export proceedures preferred