Sales Operations & Procurement Coordinator

Location: New York, NY | Full-time | $24.50 to $26.00 per hour

About the role

A large system integrator is seeking a Sales Operations & Procurement Coordinator to support sales administration, procurement operations, vendor coordination, order processing, and internal reporting. This position will manage the end-to-end sales order process, including quotations, purchase orders, delivery coordination, invoicing, contract administration, and vendor communication. The role will also support the sales and engineering teams by obtaining pricing, lead times, product information, and procurement-related data. Japanese and English bilingual skills are required.

Responsibilities

• Sales Support & Quoting:
  • Prepare price quotations for license renewals, maintenance contract renewals, and standard system integration projects.
  • Create invoices through the company’s internal ERP system.
  • Work closely with the billing and accounting teams to ensure invoice accuracy.
  • Follow up on accounts receivable matters as needed.
  • Respond to customer inquiries on behalf of the sales team.
  • Support contract administration, including renewals, modifications, and terminations.
  • Manage annual warranty renewal processes for customers.
• Procurement & Purchasing:
  • Obtain vendor quotes, lead times, product specifications, and other purchasing-related information.
  • Prepare and process purchase orders by confirming specifications, pricing, and internal approvals.
  • Coordinate with sales, engineering, purchasing, accounting, and vendor teams.
  • Place orders with distributors and suppliers.
  • Track and expedite deliveries to ensure timely fulfillment.
  • Confirm receipt of goods and resolve shipment discrepancies.
  • Reconcile purchase documentation and vendor invoices for approval and payment processing.
  • Manage vendor quotes, purchase orders, delivery schedules, and related records.
  • Negotiate pricing, volume discounts, and favorable terms with software and hardware vendors when applicable.
  • Support cost-saving efforts through vendor programs, rebates, and other available purchasing incentives.
• Systems & Data Management:
  • Maintain accurate sales, purchasing, and operational records in the company’s internal ERP system.
  • Update and manage Excel files and sales-related data.
  • Prepare data analysis reports to support sales and procurement operations.
  • Assist with project profitability tracking and reporting.
  • Coordinate with internal IT and accounting teams to resolve system or data-related issues.
  • Collect, analyze, and summarize purchasing and operational data to support planning and identify trends.
• Warehouse & Inventory Support:
  • Support warehouse-related tasks, including shipping, receiving, and inventory coordination.
  • Monitor inventory and assist with delivery and logistics coordination as needed.
• Process Improvement & Administrative Duties:
  • Support workflow improvement initiatives across departments.
  • Prepare operational manuals, internal documentation, and reports.
  • Provide general administrative support to the sales team.
  • Perform other duties as assigned by management.

Requirements

• Prior experience in sales operations, procurement, purchasing, order processing, logistics coordination, or related administrative support.
• Experience in the IT, system integration, telecommunications, software, hardware, or technology services industry is preferred.
• Familiarity with ERP systems is preferred.
• Strong Excel and data management skills.
• Strong attention to detail and ability to manage multiple tasks.
• Excellent organizational and follow-up skills.
• Ability to communicate professionally with customers, vendors, and internal teams.
• Japanese and English bilingual skills required.

Benefits

• Medical, dental, and vision coverage
• Basic life insurance and AD&D
• Short-term and long-term disability insurance
• Flexible Spending Account (FSA)
• 401(k) with company match
• Paid time off, including vacation, sick leave, floating holidays, and paid holidays
• Tuition reimbursement program
• Employee assistance program
• Employee wellbeing support program

Pay

$24.50 to $26.00 per hour

About the company

Our client is a large system integrator with a strong presence in the United States and global business operations. The company provides IT infrastructure, network, data center, system integration, and managed service solutions to corporate clients across various industries. The company offers a stable work environment, opportunities to work with both U.S. and Japanese business teams, and exposure to a broad range of technology-related services and procurement operations.