Order Management Specialist

Order Management Specialist at VAST Data

VAST Data is looking for an Order Management Specialist to support and execute our end-to-end global order fulfillment process. This role focuses on tactical processing of orders, managing backlog accuracy, and ensuring timely license fulfillment in coordination with Sales, Finance, and Contract Manufacturers. The ideal candidate is highly detail‑oriented, thrives in fast‑paced environments, and can independently manage complex order scenarios while maintaining clear communication across stakeholders.

• Tactical Order & License Fulfillment
• Manage the daily order backlog by incorporating new orders and updates from Sales, Supply Chain, and VARs.
• Review and validate sales quotes, purchase orders, and site surveys for accuracy and alignment.
• Process sales orders and ensure timely invoicing through Finance.
• Maintain clear and timely communication with stakeholders on order status and fulfillment progress.
• Monitor the license backlog closely and collaborate with Sales to align on install timelines, ensuring timely license activation and supporting accurate revenue recognition.
• Cross‑Functional Collaboration & Issue Resolution
• Build strong working relationships with Sales, Finance, Operations, and the Contract Manufacturer to resolve issues and deliver a seamless customer experience.
• Communicate order status, priority changes, and blockers to stakeholders with clarity and urgency.
• Ensure customer‑requested ship dates are met and production aligns with contractual terms.
• Metrics, Reporting & Continuous Improvement
• Perform weekly audit reports to ensure data accuracy of backlog.
• Provide monthly reporting on order quality, processing timeliness, and backlog trends.
• Identify process gaps and lead initiatives to improve operational efficiency and accuracy.
• Communicate daily priorities and elevate risks or issues impacting order throughput.
• Special Projects & Growth Opportunities
• Participate in cross‑functional projects that improve systems, scale order processing, or impact revenue operations.
• Contribute to process automation, tool enhancement, and operational documentation.

• Order Fulfillment
  
  Experience:
  
  4+ years in order fulfillment.
• Organizational and Detail‑Oriented:
  Exceptional attention to detail with strong organizational and analytical skills.
• Process‑Oriented Mindset.
• Customer Service and Sales Focus:
  Customer service and sales‑centric approach.
• Technical
  
  Skills:
  
  Proficient/advanced in Google Sheets/Excel (pivots, charts, XLOOKUP).
• Strong oral and written communication skills.
• Initiative and Innovation:
  Ability to identify problems and offer solutions; desire to innovate and contribute fresh ideas to improve operational processes and positively impact other departments.
• Startup Attitude:
  Thrives in a fast‑paced, sometimes unpredictable startup setting; adaptable, quick‑thinking, and resilient in the face of ambiguity.
• Self‑starter.
• Global Time Zone Flexibility:
  Flexible to accommodate various global time zones, especially EU.
• Preferred but Not
  
  Required:
  
  Net Suite experience, SFDC experience.