Sales Operations Specialist

MAXHUB; Irvine (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

MAXHUB, based in Irvine, CA, seeks a Sales Operations professional to manage the end-to-end order lifecycle from intake to shipment, and to prepare Proforma and commercial invoices. You will coordinate orders across systems and serve as the main contact for agents and stakeholders involved in fulfillment.

The role also covers billing reconciliation, contract/document management, and cross-functional admin tasks.

Responsibilities

• Manage end-to-end order lifecycle from intake to shipment fulfillment
• Prepare and process Proforma Invoices (PI) and commercial invoices
• Coordinate orders through receipt, system entry, validation, and shipment execution
• Serve as primary point of contact for agents and internal stakeholders during order fulfillment
• Identify and resolve order-related issues by coordinating with internal teams and partners
• Perform regular shipment and billing reconciliation for assigned orders
• Organize, maintain, and archive sales agreements and related documentation

Job description

1. 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.

2. Customer & Partner Support

• Serve as a primary point of contact for agents and internal stakeholders during the order fulfillment process.
• Proactively identify, escape? actually is "Proactively identify, escape? no", but exactly: Proactively identify, escape, and resolve order-related issues by coordinating with internal teams and external partners to ensure timely delivery and customer satisfaction.

3. 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.

4. 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.

5. 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.

6. 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.

7. Incentive & Marketing Expense Management

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