Sales Operations Coordinator at Trace3

Who is Trace3? Trace3 is a leading Transformative IT Authority, providing unique technology solutions and consulting services to our clients. Equipped with elite engineering and dynamic innovation, we empower IT executives and their organizations to achieve competitive advantage through a process of Integrate, Automate, Innovate. Our culture at Trace3 embodies the spirit of a startup with the advantage of a scalable business. Employees can grow their career and have fun while doing it! Trace3 is headquartered in Irvine, California. We employ more than 1,200 people all over the United States. Our major field office locations include Denver, Indianapolis, Grand Rapids, Lexington, Los Angeles, Louisville, Texas, San Francisco. Ready to discover the possibilities that live in technology? Come Join Us! Street-Smart - Thriving in Dynamic Times We are flexible and resilient in a fast-changing environment. We continuously innovate and drive constructive change while keeping a focus on the “big picture.” We exercise sound business judgment in making high-quality decisions in a timely and cost-effective manner. We are highly creative and can dig deep within ourselves to find positive solutions to different problems. Juice - The “Stuff” it takes to be a Needle Mover We get things done and drive results. We lead without a title, empowering others through a can-do attitude. We look forward to the goal, mentally mapping out every checkpoint on the pathway to success, and visualizing what the final destination looks and feels like. Teamwork - Humble, Hungry and Smart We are humble individuals who understand how our job impacts the company's mission. We treat others with respect, admit mistakes, give credit where it’s due and demonstrate transparency. We “bring the weather” by exhibiting positive leadership and solution-focused thinking. We hug people in their trials, struggles, and failures – not just their success. We appreciate the individuality of the people around us. JOB SUMMARY: Under the general direction of the Sales Operations Manager, the Sales Operations Specialist will be responsible for managing Sales Orders for assigned regions including but not limited to creating and reviewing Purchase Orders in a timely manner, reconciling, auditing and fulfillment of Hardware/Software/Support/Virtual items. This position will work closely with outside vendors and consult with internal teams to continuously build relationships and operational efficiencies and drive sales. SUMMARY OF ESSENTIAL JOB FUNCTIONS: • Lead sales orders cycle for assigned regions. Actively and continually engage with assigned regional teams to develop a solid understanding of their business and recommend solutions for efficiency. • Provide guidance to internal teams on resolving variances. • Contribute to and enforce purchasing standard operating procedures and policies. • Ensure the Purchasing process is executed correctly to minimize liability to the Company. • Responsible for the internal item setup process and coordinating with sales team to ensure proper classification of each item “attribute” (tax classification, practice area, type, etc.) • Review orders to ensure that items/components are properly classified at the time of purchase. • Review orders for accuracy regarding shipping address, PO, shipping account information, price, etc. • Process drop-ship, special order, and inventory/warehouse orders through ERP Platform in a timely manner. • Send purchase orders to the correct vendor/distributor and work together to resolve any questions or discrepancies that arise. • Work with the inventory team to ensure backordered inventory assigned to sales orders is sourced and purchased. • Create billing schedules for installment orders to ensure our clients are invoiced for the correct amount at the correct time. • Track all product-related line items (hardware, software, support, and PS resale) and complete weekly follow-up with vendors for all unfulfilled product line items. • Perform item fulfillment based on vendor bills, physical shipping confirmations, electronic delivery confirmations, license keys, and support contracts. • Request, track, and fulfill return authorizations. • Problem-solve discrepancies and provide recommended solutions. • Perform other duties as assigned. REQUIRED SKILLS AND EXPERIENCE: • High school diploma or equivalent (Bachelor’s Degree preferred). • Minimum of 3 years of related work experience in purchasing, sales operations or logistics. • Experience in Operations; strong internal controls knowledge and experience with implementation of processes and procedures. • Strong Microsoft Excel skills. • Experience with ERP systems; NetSuite is strongly preferred. • Excellent interpersonal communication skills required for interacting with employees, vendors and clients. • Highly organized, detail-oriented, excellent time management skills and able to effectively prioritize tasks in a fast-paced, high-volume, and evolving work environment. • Ability to approach customer and sales requests with a proactive and consultative manner; listen and understand user requests and needs and effectively deliver. • Comfortable managing multiple and changing priorities and meeting deadlines in an entrepreneurial environment. Actual salary will be based on a variety of factors, including location, experience, skill set, performance, licensure and certification, and business needs. The range for this position in other geographic locations may differ. Certain positions may also be eligible for variable incentive compensation, such as bonuses or commissions, that is not included in the base salary.Estimated Pay Range$50,000—$54,000 USD The Perks • Comprehensive medical, dental and vision plans for you and your dependents • 401(k) Retirement Plan with Employer Match, 529 College Savings Plan, Health Savings Account, Life Insurance, and Long-Term Disability • Competitive Compensation • Training and development programs • Major offices stocked with snacks and beverages • Collaborative and cool culture • Work-life balance and generous paid time off Our Commitment At the core of Trace3's DNA is our people. We are a diverse group of talented individuals who understand the importance of teamwork and demonstrating leadership, character, and passion in all that we do. We’re committed to fostering an inclusive workplace where everyone feels respected, valued, and empowered to grow. We recognize that embracing diversity drives innovation, improves outcomes, fosters collaboration, boosts teammate satisfaction, and builds a more inclusive culture. As an equal opportunity employer, Trace3 bases all employment decisions based on individual qualifications, merit, and business requirements. We do not engage in discrimination on the basis of race, color, religion, sex (including gender identity, sexual orientation, and pregnancy), national origin, age (40 or older), disability, genetic information, or any other characteristic protected by federal, state, or local law. Any demographic information provided is strictly voluntary, kept confidential in accordance with Equal Employment Opportunity (EEO) regulations, and will not be used in employment decisions, including hiring, promotions, or mentorship programs. We are committed to providing equal employment opportunities for all. If you require a reasonable accommodation to complete the application process or participate in an interview, please email [Upgrade to PRO to see contact]. ***To all recruitment agencies: Trace3 does not accept unsolicited agency resumes/CVs. Please do not forward resumes/CVs to our careers email addresses, Trace3 employees or any other company location. Trace3 is not responsible for any fees related to unsolicited resumes/CVs.