Order Administration Specialist

Job Responsibilities:

• Intermediate Order Processing: Receive and process semi-complex customer orders via various channels, including email, phone, sales quotations and online portalsthrough Trimble's order management systems.

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

• 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. Intermediate 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.

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

• 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.

• 1-2 years experience in order administration, sales support, or related is preferred but not mandatory

• 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 a plus.

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

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

• Exercise sound judgment to resolve issues, and proactive problem-solving w/strong attention to detail.

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

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