Sales Operations Associate

What you will do:

The Sales Operations Associate – Order Management Coordinator is responsible for supporting end‑to‑end order management, billing, customer setup, and administrative operations. This role ensures accuracy, compliance, and timeliness across sales order creation, bond and insurance processing, invoicing, delivery coordination, customer registration, procurement requests, and expense documentation. The position requires close collaboration with Sales, Finance, Logistics, Procurement, and external partners to support smooth order‑to‑cash execution

How you will do it:

Sales Order Management

• Create and maintain Sales Orders (SOs) in the SAP ERP system in accordance with approved quotations, purchase orders, commercial terms, and internal policies.

• Validate customer codes, tax setup, pricing accuracy, delivery details, and milestone configurations.

• Coordinate closely with Front Line Sales (FLS) to align on item availability, milestones, and shipping instructions.

• Ensure complete and accurate documentation to support smooth billing and order fulfillment.

Insurance & Bond Processing

• Coordinate with insurance providers for the issuance and renewal of bonds in line with project and customer requirements.

• Monitor bond status, validity periods, and compliance with contractual obligations.

• Maintain a centralized and organized repository of insurance and bond documentation for audit and reference purposes.

PO Monitoring and Billing for Down Payment & Unitary

• Monitor Purchase Order (PO) status for LOA‑secured orders.

• Prepare and ensure completeness of billing documentation based on PO terms and customer requirements.

• Coordinate with Finance to support invoice submission, validation, and customer acknowledgment.

PDC Deliveries Coordination (Unitary)

• Coordinate with PDC and Logistics teams to manage delivery schedules for unitary equipment.

• Ensure issuance of SORF, other pertinent documents and confirmation of site readiness prior to delivery.

• Monitor Proof of Delivery (POD) completion and ensure timely documentation closure.

Customer/ Vendor Registration and Accreditation

• Gather, review, and validate required documentation for new customer and vendor registrations.

• Request creation and maintenance of customer master data in the ERP system.

• Prepare and submit documentation required for vendor accreditation and compliance.

Procurement & Administrative Support (BuySmart)

• Create Purchase Requests (PRs) in BuySmart for project‑related and administrative requirements.

• Monitor approval workflows, PO issuance, and alignment with approved budgets.

• Coordinate with procurement and budget owners to ensure timely and accurate processing.

Expense & Documentation Management

• Consolidate and review approved sales expense receipts for submission through Concur.

• Ensure all expense documentation is complete, accurate, and audit‑ready.

• Support timely submission in compliance with company policies and audit requirements.

What we look for:

• Bachelor’s degree in Business Administration, Office Administration, Accounting, or related field.

• Experience in service operations, billing support, or administrative coordination (preferred but not required).

• Basic understanding of billing processes, order management, and SAP or similar ERP systems is an advantage.

• Strong proficiency in Microsoft Excel, documentation management, and email communication.