Order Fulfillment Specialist

VAST Data; Campbell (CA); On-site; USD 55,000 - 85,000; Full time

Job summary

VAST Data is hiring an Order Fulfillment Specialist to drive day-to-day execution of customer orders from booking through shipment. You will serve as the primary operations liaison between internal teams and Contract Manufacturers to ensure orders meet commitments and timelines.

You are highly organized, proactive, and comfortable in a fast-paced startup-like environment with shifting priorities, supply constraints, and multiple time zones.

Qualifications

• 3–5 years of order fulfillment experience.
• Highly organized with strong attention to detail.
• Customer service and sales-focused approach.
• Proficient in GSheet/Excel with pivot tables and XLOOKUP.
• Experience coordinating with contract manufacturers.

Responsibilities

• Manage backlog of customer orders through fulfillment lifecycle.
• Align customer dates with shipment commits and materials availability.
• Monitor orders daily for risks, blockers, or delays.
• Maintain accurate backlog notes, milestones, and status updates.
• Coordinate with Contract Manufacturers to ensure readiness.
• Escalate risks and issues to leadership as needed.
• Support cross-functional teams to meet customer commitments.

Skills

Order fulfillment

Organizational skills

Attention to detail

Customer service

Sales focus

Strong communication

Initiative

Startup mindset

Time zone flexibility

Tools

GSheet/Excel

NetSuite

SFDC

Job description

The Order Fulfillment Specialist is responsible for driving day-to-day execution and coordination of customer orders from booking through shipment. This role serves as the primary operational liaison between internal teams and Contract Manufacturers (CMs) to ensure orders progress according to customer commitments and operational timelines.

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable operating in a fast-paced environment with changing priorities, supply constraints, and high operational complexity.

Key Responsibilities

• Manage assigned order backlog of customer orders through the fulfillment lifecycle.
• Drive alignment between customer request dates, shipment commits, material availability, and operational readiness.
• Monitor orders daily to identify risks, blockers, shortages, or shipment delays.
• Ensure backlog notes, commits, milestones, and status updates are maintained accurately.

CM Coordination

• Act as the primary day-to-day operational contact for assigned orders with Contract Manufacturers
• Follow up on shipment commits, ASN tracking, and fulfillment readiness.
• Escalate risks or execution gaps to OF leadership as needed.
• Partner with CM teams to resolve operational issues impacting customer deliveries.

Cross-Functional Coordination

• Partner closely with key cross functional groups such as Order Management, Supply Base Management, Sales and RevOps to support successful order execution.
• Coordinate site survey/BOM readiness, shipment scheduling, customer priorities, and fulfillment dependencies.
• Ensure accurate communication of shipment timelines and fulfillment status with sales.

Escalation & Risk Management

• Proactively identify fulfillment risks before customer impact occurs.
• Drive timely follow-up and issue resolution across stakeholders.
• Support executive escalations and high-priority customer orders as needed.

Operational Excellence

• Support process improvement initiatives to improve fulfillment efficiency, visibility, and execution quality.
• Identify recurring operational gaps and provide feedback to leadership.
• Help improve reporting accuracy and operational documentation.

Qualifications

• Order Fulfillment Experience:
• 3-5 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:
• US East Coast work hours
• Flexible to accommodate various global time zones, especially EU.
• Preferred, but Not Required:
• NetSuite experience.
• SFDC experience.