Sales Operations Specialist

Job Description

Job Description

Sales Operations Specialist plays a crucial role in managing the wholesale order lifecycle from initial entry through final delivery. Serving as the key operational bridge between sales, warehouse teams, inventory, accounts receivable, and freight carriers, this role ensures accurate, on-time order fulfillment and provides top-tier customer and logistics support.

Key Responsibilities

Order Processing & System Setup

• Process and enter wholesale customer orders accurately and efficiently in the ERP system.
• Verify inventory availability, pricing accuracy, shipping requirements, and requested due dates.
• Set up new inventory items and customer profiles in system databases as needed.
• Prepare shipping paperwork, including Bills of Lading (BOLs), packing lists, and related logistics documentation.

Logistics & Delivery Coordination

• Schedule outbound trucks, freight carriers, and specific delivery appointments.
• Coordinate directly with warehouse personnel to ensure orders are picked, packed, and staged accurately.
• Monitor shipment progress from dispatch to final delivery, proactively addressing transit delays or scheduling conflicts.

Customer & Sales Support

• Serve as a responsive contact for stock checks, product availability questions, and shipping updates.
• Work closely with customers and sales teams to resolve stock shortages, pricing discrepancies, or transit issues promptly.
• Escalate complex customer service or operational escalations to management as appropriate.

Suggested Key Performance Indicators (KPIs)

• Order Entry Accuracy Rate: Target error-free processing across inventory items, pricing, and shipping details.
• On-Time, In-Full (OTIF) Fulfillment: Target of orders processed, scheduled, and delivered within specified timelines.
• Order Processing Lead Time: Average turnaround time from order entry to warehouse release within standard operational windows (e.g., hours).
• Customer & Internal Query Resolution Time: Resolving standard stock, delivery, or order inquiries within agreed turnaround limits (e.g., hours).

Physical Demands & Work Environment

• Sedentary / Light Work: Prolonged periods sitting at a desk and working on computers (up to 8 hours/day)
• Physical Requirements: Occasional lifting or moving of boxes or documentation up to 25 lbs. Keyboard usage, manual dexterity, and clear vision/hearing required for system navigation and vendor communication.

Qualifications & Experience:

• High school diploma required; Associate’s or Bachelor’s degree preferred.
• 1–3+ years of experience in sales support, order processing, freight logistics, or B2B customer service.
• Hands-on proficiency with ERP order management systems (NetSuite preferred) and MS Excel.
• Strong cross-functional communication, organizational skills, and detail orientation under tight schedules.