Process Controls Specialist, Sales Admin

Key Responsibilities

• Maintain and update Sales Administration process documentation within the centralized repository, ensuring workflows remain current, accurate, and version-controlled per standards.
• Execute process mapping tasks as directed, capturing current-state workflows, annotating swim lanes, and flagging observed gaps or inconsistencies for Manager review.
• Partner with Sales Administration team members to validate that documented processes reflect how work is performed, escalating any discrepancies.
• Maintain organized, audit-ready process documentation files and ensure all materials meet established formatting and governance standards.
• Apply and reinforce operational controls within Sales Administration in accordance with standards and procedures.
• Maintain SOPs, control checklists, and evidence documentation for Sales Administration processes, ensuring materials are current and audit-ready.
• Monitor daily work activity for adherence to defined controls and escalate deviations, anomalies, or data quality issues promptly.
• Aid in user access reviews and support enforcement of segregation-of-duties requirements within relevant systems, operating within the defined parameters.
• Serve as the frontline system resource for Sales Administration end users — answering day-to-day platform questions, troubleshooting common issues, and directing complex problems to the Manager or IT.
• Document observed system issues, user feedback, and enhancement requests from Sales Administration and compile them for the Manager's prioritization and escalation.
• Develop and maintain end-user job aids, system walkthroughs, and quick reference materials to support platform adoption within Sales Administration.
• Deliver process and system training to Sales and Sales Administration team members using materials and curriculum developed or approved by the Process & Controls Manager.
• Support onboarding for new Sales and Sales Administration hires by facilitating process walkthroughs, system orientation, and job aid review.
• Assist in executing change management communications and training activities for process or system updates.
• Collect end-user feedback and observed knowledge gaps from day-to-day interactions and report findings to the Manager for content review and updates.
• Act as the primary day-to-day process and system contact for Sales and Sales Administration team members, resolving routine questions and escalating any issues.
• Maintain a log of recurring questions, process exceptions, and observed operational issues to inform Manager-led process reviews and governance discussions.
• Participate in working sessions or governance forums, providing departmental observations and documentation support.

Required Qualifications

• Bachelor’s degree in Business, Operations, Information Systems, or a related field (or equivalent experience).
• 2+ years of experience in Sales Operations, Sales Administration, Business Process Support, or a related function.
• Demonstrated ability to document and improve business processes with a focus on accuracy and compliance.
• Familiarity with sales administration workflows, order management, or related operational processes.
• Strong attention to detail with the ability to identify inconsistencies and maintain high standards of data quality.
• Effective written and verbal communication skills, with the ability to create clear process documentation and training materials.
• Ability to manage multiple priorities and collaborate effectively across teams.

Preferred Qualifications

• Experience working within a formal quality system or process-controlled environment.
• Familiarity with CRM, ERP, or sales technology platforms (e.g., Salesforce, SAP).
• Experience developing job aids, SOPs, or training content for operational teams.
• Exposure to process improvement methodologies such as Lean or Six Sigma.

Key Competencies

• Process Orientation — Brings rigor and discipline to documentation and workflow execution.
• Attention to Detail — Catches errors before they become problems.
• Communication Clarity — Makes complex processes easy to understand and follow.
• Collaboration — Builds effective working relationships across functions and levels.
• Adaptability — Responds constructively to changing priorities and evolving business needs.
• Ownership — Takes responsibility for the quality and accuracy of assigned work.

Victaulic is an Equal Employment Opportunity (EOE/M/F/Vets/Disabled) employer and welcomes all qualified applicants.