Order Management Specialist

Description:

VAST Data is looking for a Order Management Specialist to join our growing team!

This is a great opportunity to be part of the fast-growing infrastructure company in history. In just a few short years, we’ve shaken up the industry by challenging traditional architecture models and introduced a revolutionary set of storage possibilities through our Universal Storage platform.

Our success has been built through incredible leadership and motivated employees who want to leverage their skills & experiences to make a real impact. This is an opportunity to be a key player at a pivotal time in our company’s growth.

Come join the disruption, make your mark, and be a part of the amazing team introducing the new era of data storage!

We are seeking a Order Management Specialist to support and execute our end-to-end global order fulfillment process. This role is focused on the 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.

THE ROLE

• 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, POs 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 escalate 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.

QUALIFICATION REQUIREMENTS

• Order Fulfillment Experience:
• 4 years+ of experience 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 GSheet/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 and sometimes unpredictable startup setting.
• Adaptable, quick thinker, and resilient in the face of ambiguity.
• Enjoys the challenges and rewards of working in a startup environment without being easily flustered by occasional chaos.
• Self-starter with the ability to flourish in a fast-paced environment.

• Global Time Zone Flexibility:
• Flexible to accommodate various global time zones, especially EU.

• Preferred, but Not Required:
• NetSuite experience.
• SFDC experience.