Order Management Admin Specialist

TITLE OF ROLE: Senior Order Administration Representative

Location - Canada - Remote

Main purpose of the role/Position Summary:
As a Senior Order Administration Representative, you will be an essential part of the sales and quote-to-cash cycle responsible for supporting business divisions with processing and managing customer orders accurately and efficiently. Your role involves collaborating with various departments, including sales, customer service, logistics, and finance, to ensure a seamless quote-to-cash process. You will play a critical role in maintaining customer satisfaction, business division support, trade and revenue compliance and contributing Trimble’s overall success.

Job Responsibilities:

- 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.
- 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.
- Global Tax/VAT experience helpful
- Experience with global export proceedures preferred