Sales Support Specialist

VDL USA Holding Inc; United States; On-site; USD 40,000 - 70,000; Full time

Job summary

VDL USA Holding Inc. is seeking a Sales Support Specialist to process customer orders with accuracy and efficiency, acting as a pivotal liaison between customers and internal departments.

The role ensures smooth order fulfillment by coordinating with engineering, production planning, and sales teams to meet requirements and delivery expectations. The ideal candidate will review order details, resolve discrepancies, and maintain clear communication on order status, shipments, and invoicing while

Qualifications

• <128 characters>High School diploma or equivalent.
• <128 characters>Minimum 3 years of administrative sales support in manufacturing.
• <128 characters>Experience in custom manufacturing or engineered-to-order is preferred.
• <128 characters>Strong communication and data entry accuracy.

Responsibilities

• Enter purchase orders (POs) from customer portals into the ERP system accurately.
• Create production or sales orders with correct pricing, revisions, and specifications.
• Validate technical requirements with Engineering Administrator.
• Coordinate delivery schedules with Production Planning and inform customers.
• Provide timely order status updates via email or portals.
• Generate transport/shipping docs and notify customers when ready to ship.
• Prepare and issue customer invoices via email or portals.
• Support the sales team with travel coordination, KPI tracking, and reporting.

Skills

Communication skills

Order analysis

Time management

Attention to detail

Problem solving

Engineering drawings interpretation

Cross-functional collaboration

Shipping documentation

Invoicing procedures

Documentation and recordkeeping

Education

High School diploma

Tools

SAP

Oracle

Job description

Position Summary

The Sales Support Specialist is responsible for processing customer orders with a high degree of accuracy and efficiency while serving as a key liaison between customers and internal departments. This role ensures seamless order fulfillment by coordinating with engineering, production planning, and sales teams to meet customer requirements and delivery expectations. The specialist proactively identifies and resolves discrepancies, communicates order status updates, and contributes to overall customer satisfaction and operational excellence.

Essential Duties and Responsibilities

• Accurately enter purchase orders (POs) from customer portals into the ERP system.
• Create production and/or sales orders based on approved calculations, ensuring correct pricing, revisions, and specifications.
• Collaborate with Engineering Administrator to validate technical requirements and product details.
• Work closely with Production Planning to confirm and communicate delivery schedules to customers.
• Provide timely order status updates via email and/or customer portals, including any changes to delivery or shipment dates.
• Generate transport and shipping documentation upon production completion and notify customers when orders are ready to ship.
• Prepare and issue customer invoices via email or customer portals.
• Support the sales team with administrative functions such as travel coordination, KPI tracking, and reporting.

Required Skills and Abilities

• Strong written and verbal communication skills to effectively interact with customers, sales teams, and cross-functional departments.
• Ability to review and analyze order details, identify discrepancies, and provide practical solutions or technical recommendations.
• Excellent organizational and time management skills, with the ability to manage multiple priorities independently in a fast-paced environment.
• High level of attention to detail with demonstrated accuracy in data entry, order processing, and documentation.
• Strong problem-solving skills with the ability to proactively identify issues and implement timely, effective resolutions.
• Proficiency in ERP systems (e.g., SAP, Oracle, or similar) for order entry, tracking, and data management.
• Ability to interpret engineering drawings, product specifications, and technical documentation for order validation (basics only)
• Experience collaborating with production, logistics, and supply chain teams to ensure on-time delivery and efficient order fulfillment.
• Skilled in managing customer communications related to order status, delays, and issue resolution while maintaining a high level of customer satisfaction.
• Working knowledge of shipping processes, logistics documentation, and invoicing procedures.
• Proficiency in administrative and clerical processes, including document management, recordkeeping, and data organization.
• Ability to read, write, and communicate effectively in English to follow procedures, safety protocols, and team collaboration.

Education and Experience

• High School diploma or equivalent required.
• Minimum of 3 years of administrative sales support experience in a manufacturing environment
• Experience in custom manufacturing, made-to-order, or engineered-to-order environments preferred.

Work Environment and Physical Requirements

• Work is performed in both an office setting (environmentally controlled) and a production facility (not environmentally controlled).
• Must be able to concentrate and remain focused in an open office environment with potential distractions.
• Occasional exposure to hazardous conditions when on the production floor.
• Ability to sit for extended periods of time while performing administrative tasks.
• Must be able to lift up to of 25 lbs.