What are the responsibilities and job description for the Sales Order Administrator position at Optomi?
Sales Order Administrator
5 days a week onsite in Dallas, TX!
Optomi, in partnership with a leader in the security space, is seeking a Sales Order Administrator to support the sales team by managing order processing, purchase order (PO) submission, and vendor coordination. This role plays a crucial part in ensuring smooth operations by handling order fulfillment, vendor communications, and administrative tasks related to sales transactions. The ideal candidate will have experience in sales administration, order management, and working with manufacturers or vendors to ensure timely product delivery.
Experience of the right candidate:
- Bachelor’s degree in Business Administration, Sales Operations, or a related field preferred.
- 4 years of experience in sales operations, order processing, or procurement.
- Experience working with manufacturer vendors and suppliers is a plus.
- Proficiency in CRM and ERP systems (e.g., Salesforce, NetSuite, SAP, Oracle, Microsoft Dynamics).
- Familiarity with purchase order processing systems and order management tools.
- Strong attention to detail and ability to manage multiple tasks.
- Excellent communication skills for vendor and internal team coordination.
- Ability to work in a fast-paced environment and meet deadlines.
Responsibilities of the right candidate:
- Process sales orders from the CRM or ERP system and ensure all necessary information is complete.
- Validate customer purchase orders (POs) for accuracy, pricing, and contract compliance.
- Generate and submit POs to manufacturer vendors for product procurement.
- Track and manage order fulfillment, ensuring timely shipment and delivery.
- Provide order status updates to sales representatives and customers.
- Communicate with manufacturers and suppliers to submit purchase orders, confirm lead times, and address any discrepancies.
- Follow up with vendors on order confirmation, expected ship dates, and tracking details.
- Resolve pricing, availability, and fulfillment issues with vendors as needed.
- Ensure vendor invoices align with agreed-upon pricing and terms before submission for payment.
- Work with vendor fulfillment teams to coordinate inventory levels for incoming orders.
- Ensure product availability before submitting orders and notify the sales team of back orders or delays.
- Track shipments and coordinate logistics with freight carriers when needed.
- Maintain accurate records of sales orders, purchase orders, and invoices.
- Generate sales and order fulfillment reports for internal tracking and analysis.
- Ensure data accuracy in CRM and ERP systems to support sales forecasting and reporting.
- Document and track product warranty periods for shipped products
- Ensure adherence to company policies, pricing agreements, and vendor contracts.
- Identify and recommend process improvements to enhance sales operations efficiency.
- Work closely with finance and accounting teams to ensure accurate invoicing and payment processing.
