Sales Operations Specialist

MAXHUB; Irvine (CA); On-site; USD 52,000 - 75,000; Full time

Job summary

MAXHUB in Irvine, CA is seeking an Order Management & Processing specialist to oversee the end-to-end order lifecycle, prepare proforma and commercial invoices, and coordinate orders from receipt through shipment.

You will work with sales, finance, and operations to ensure accurate billing, contract and document management, and delivery forecasting, while supporting cross-functional teams and maintaining data integrity.

Responsibilities

• Manage the end-to-end agent order lifecycle from order intake to shipment fulfillment.
• Prepare and process key sales documents, including Proforma Invoices (PI) and commercial invoices.
• Coordinate agent orders through order receipt, system entry, validation, and shipment execution.
• Serve as a primary point of contact for agents and internal stakeholders during the order fulfillment process.
• Proactively identify, escalate, and resolve order-related issues by coordinating with internal teams and external partners to ensure timely delivery and customer satisfaction.
• Perform regular shipment and billing reconciliation for assigned orders.
• Ensure accurate and timely generation of reconciliation statements and support financial accuracy and compliance.
• Organize, maintain, and archive sales agreements and related documentation.
• Ensure all records are properly filed, up to date, and stored in accordance with company compliance and data security requirements.
• Provide administrative and operational support for the Sales Operations team as needed.
• Assist with additional departmental tasks to support overall business efficiency and execution.
• Support project opportunity tracking and delivery forecasting in collaboration with local US teams and China-based business teams.
• Assist in aligning sales pipeline visibility with supply chain, delivery schedules, and execution planning.
• Manage SPIF tracking and application processes.
• Support marketing expense requests, approvals, and internal coordination in compliance with company policies.

Job description

Order Management & Processing

• Manage the end-to-end agent order lifecycle from order intake to shipment fulfillment.
• Prepare and process key sales documents, including Proforma Invoices (PI) and commercial invoices.
• Coordinate agent orders through order receipt, system entry, validation, and shipment execution.

Customer & Partner Support

• Serve as a primary point of contact for agents and internal stakeholders during the order fulfillment process.
• Proactively identify, escalated, and resolve order-related issues by coordinating with internal teams and external partners to ensure timely delivery and customer satisfaction.

Billing & Reconciliation Management

• Perform regular shipment and billing reconciliation for assigned orders.
• Ensure accurate and timely generation of reconciliation statements and support financial accuracy and compliance.

Contract & Document Management

• Organize, maintain, and archive sales agreements and related documentation.
• Ensure all records are properly filed, up to date, and stored in accordance with company compliance and data security requirements.

Cross-functional & Administrative Support

• Provide administrative and operational support for the Sales Operations team as needed.
• Assist with additional departmental tasks to support overall business efficiency and execution.

Pipeline Management & Delivery Forecasting &Deal registration

• Support project opportunity tracking and delivery forecasting in collaboration with local US teams and China-based business teams.
• Assist in aligning sales pipeline visibility with supply chain, delivery schedules, and execution planning.

Incentive & Marketing Expense Management

• Manage SPIF tracking and application processes.
• Support marketing expense requests, approvals, and internal coordination in compliance with company policies.