Order Administration Support

Senior Order Administration Representative

The Senior Order Administration Representative plays a critical role in the client's quote-to-cash cycle by ensuring accurate and efficient processing of customer orders. This position supports multiple business divisions and collaborates cross-functionally with Sales, Customer Service, Logistics, and Finance to maintain operational excellence and customer satisfaction. The role requires strong attention to detail, order management expertise, and the ability to navigate complex deals while ensuring compliance and accuracy throughout the order lifecycle.

Advanced Order Processing

• Receive and accurately process advanced-level customer orders from multiple channels, including email, phone, sales quotations, and online portals via Trimble's order management systems.
• Validate order information for pricing, part numbers, customer contact details, delivery data, and quantities prior to processing.

Sales Quote Support

• Assist sales teams with preparing and reviewing advanced-level sales quotes.
• Convert approved quotes into orders within respective systems and ensure all data aligns with business policies.

Complex Deal Management

• Serve as a liaison to support the quote-to-cash process for complex contracts and large enterprise or government accounts.

Order Tracking & Customer Support

• Monitor order status to ensure timely fulfillment and delivery.
• Communicate proactively with customers regarding order delays, changes, or shipment updates.
• Respond promptly and professionally to inquiries regarding order status, provisioning, or product availability.

Inventory Coordination

• Partner with global/regional distribution centers and product management teams to monitor inventory levels.
• Notify relevant stakeholders in the event of shortages or delays impacting fulfillment.

Documentation & Quality Control

• Maintain up-to-date documentation of all order changes and approvals per company policy.
• Perform quality checks to ensure data accuracy and compliance with revenue recognition, export, and audit requirements.

Cross-Functional Collaboration

• Work closely with Sales, Logistics, Compliance, Credit/Collections, Revenue Recognition, and Finance teams to resolve order-related issues.
• Support continuous improvement initiatives to streamline the order fulfillment process.

Compliance & Quality Assurance

• Ensure adherence to Trimble's internal policies and applicable industry regulations related to data privacy, export control, and trade compliance.
• Conduct self-audits to minimize order discrepancies and processing errors.

Issue Resolution

• Identify and resolve order discrepancies promptly; escalate complex issues to senior management or the appropriate department.
• Support shipping, import/export teams, and customers with required documentation when necessary.

Qualifications & Experience

• Education: High School diploma required; Associate or Bachelor's degree in Business Administration, Supply Chain Management, or related field preferred.
• Experience: 2–5 years of experience in order administration, sales operations, or related business support role.
• Systems Knowledge: Experience with top-tier ERP systems (e.g., SAP, Oracle, or similar) preferred; Salesforce CRM familiarity a plus.
• Technical Skills: Proficient with Google Workspace, Microsoft Office Suite, and data upload tools.
• Communication: Excellent written and verbal communication skills with the ability to engage cross-functionally and with global teams.
• Analytical Skills: Strong problem-solving and critical-thinking abilities to identify and resolve order issues effectively.
• Adaptability: Comfortable in a fast-paced, dynamic work environment with shifting priorities.
• Global Exposure: Knowledge of international trade, VAT/GST, or export documentation processes highly desirable.
• Languages: Multilingual capabilities are a plus based on regional business needs.

Core Competencies

• Attention to Detail & Accuracy
• Customer-Centric Mindset
• Cross-Functional Collaboration
• ERP/CRM System Proficiency
• Data Integrity & Compliance Awareness
• Time Management & Prioritization