Order Management Specialist

About the Role

VAST Data is looking for an Order Management Specialist to join our growing team. 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.

• 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 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 & Detail‑Oriented: Exceptional attention to detail with strong organizational and analytical skills.
• Process‑Oriented Mindset: Ability to identify problems and offer solutions, driving innovation.
• 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.
• Startup Attitude: Thrives in a fast‑paced, sometimes unpredictable startup setting; adaptable, quick‑thinking, and resilient in ambiguity.
• Global Time Zone Flexibility: Flexible to accommodate various global time zones, especially EU.
• Preferred (Not Required): Net Suite experience, SFDC experience.

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