Sales Operations & Procurement Specialist

Title:
Sales Operations & Procurement Specialist-Japanese Bilingual

Location: Torrance, CA

Employment Type: Full-Time, Non-Exempt

Work Hours: Monday-Friday, 9:00 AM-5:00 PM

Salary: $51,000-$54,000 per year

A well-established global technology and business solutions company is seeking a Japanese-English bilingual Sales Operations & Procurement Specialist.

This position supports sales operations, purchasing, order processing, contract administration, and warehouse coordination. You will work closely with Sales, Engineering, Accounting, and external vendors to ensure that customer orders, purchases, deliveries, and invoices are processed accurately and on schedule.

This is an excellent opportunity for an organized and detail-oriented professional who enjoys coordinating across departments, communicating with customers and vendors, and improving operational processes.

• Prepare price quotations for software license renewals, maintenance agreements, and straightforward system integration projects.
• Manage the sales order process from quotation and purchase order through delivery and invoicing.
• Create and process customer invoices using the company’s ERP system.
• Coordinate with the billing and accounting teams to confirm invoice accuracy.
• Assist with follow-up related to outstanding accounts receivable.
• Respond to customer inquiries and provide administrative support to the sales team.
• Manage contract updates, renewals, amendments, and terminations.
• Coordinate annual warranty and maintenance renewals for customers.

• Obtain vendor quotations, product specifications, pricing, and estimated lead times based on requests from the Sales and Engineering teams.
• Prepare and process purchase orders after confirming product specifications, pricing, and internal approvals.
• Place orders with distributors and suppliers and monitor delivery status.
• Track and expedite shipments to help ensure timely delivery.
• Verify received items against purchase orders and resolve shipping or quantity discrepancies.
• Review vendor invoices and supporting documentation before forwarding them for approval.
• Maintain vendor quotations, purchase orders, delivery schedules, and related records.
• Negotiate pricing, volume discounts, and favorable contract terms with software and hardware vendors.
• Support the use of vendor incentive programs, including rebates, cooperative marketing funds, and deal registration benefits.
• Identify opportunities to reduce purchasing costs and improve overall value.

• Maintain accurate sales and purchasing information in the company’s ERP system.
• Update and manage operational data using Excel.
• Prepare sales, purchasing, project, and profitability reports.
• Support project-level profit and loss tracking.
• Work with Accounting and IT teams to resolve ERP system issues.
• Collect, analyze, and summarize operational data to identify trends and support business planning.

• Coordinate shipping and receiving activities.
• Maintain accurate inventory records.
• Confirm incoming and outgoing shipments.
• Resolve delivery, inventory, or product discrepancies with vendors and internal teams.
• Support general warehouse-related operations as needed.

• Participate in continuous improvement and Kaizen initiatives.
• Help improve workflows and communication across departments.
• Prepare operational manuals, procedures, and data analysis reports.
• Provide general administrative and operational support to the department.
• Perform other related duties as assigned.

• Business-level proficiency in both Japanese and English is required.
• Previous experience in sales support, sales administration, procurement, purchasing, order management, or operations is preferred.
• Experience preparing quotations, purchase orders, invoices, or vendor documentation is highly desirable.
• Strong organizational skills and attention to detail.
• Ability to manage multiple orders, deadlines, and priorities.
• Strong written and verbal communication skills.
• Comfortable communicating with customers, vendors, and internal departments.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Experience using an ERP or order management system is preferred.
• Experience with Microsoft Dynamics NAV or a similar ERP system is a plus.
• Ability to analyze data and prepare accurate reports.
• A proactive, collaborative, and problem-solving mindset.

• Work with a stable and established global organization.
• Gain broad experience in sales operations, purchasing, contracts, invoicing, and inventory management.
• Collaborate with multiple departments and international business partners.
• Develop valuable ERP, procurement, and operational analysis skills.
• Contribute directly to process improvements and business efficiency.