Sales operations & procurement specialist-japanese bilingual

Job Details:

• Job Title: Sales Operations & Procurement Specialist
• Client: Japanese IT Company
• Working Location: New York, NY
• Salary: $24.50 - $26.00/hour
• Employment Type: Full-Time
• Language: Japanese & English

What will you do:

This role plays a key part in supporting both sales operations and procurement functions while working closely with management to drive operational excellence, process improvements, and cost optimization initiatives across the organization.

Sales Support & Contract Administration

• Manage the full sales order lifecycle, including quotations, purchase orders, delivery coordination, and invoicing through the ERP system.
• Prepare renewal quotations for existing software licenses and maintenance agreements, as well as quotations for straightforward system integration projects.
• Generate and process invoices for system integration projects.
• Partner with the billing team to ensure invoice accuracy and support accounts receivable follow-up activities.
• Provide timely responses to customer inquiries and administrative support to the sales organization.
• Manage contract modifications, renewals, terminations, and annual warranty renewal processes for customers.

Procurement & Vendor Management

• Source quotations, product specifications, and lead-time information from vendors and distributors in support of Sales and Engineering requirements.
• Prepare and process purchase orders by validating specifications and pricing, coordinating with internal stakeholders, and obtaining required approvals.
• Manage procurement activities from order placement through delivery, including vendor communication, shipment tracking, and expediting.
• Verify received goods against purchase orders and resolve shipment discrepancies with suppliers and distributors.
• Process vendor payments by reconciling invoices and supporting documentation for approval.
• Maintain strong relationships with software and hardware vendors while coordinating quotes, purchase orders, and delivery schedules.
• Negotiate pricing, volume discounts, and favorable commercial terms while maximizing available partner incentive programs, including rebates, co-op funds, and deal registration benefits, to support year-over-year cost savings.

Systems, Reporting & Analysis

• Maintain accurate sales and procurement records within the ERP system and Excel-based tracking tools.
• Support project profitability management through project-based P&L visualization and reporting.
• Work closely with Accounting and IT teams to troubleshoot ERP system-related issues.
• Collect, analyze, and summarize purchasing and operational data to support planning activities and identify business trends.
• Provide reports, insights, and data analysis to support sales team decision-making and operational efficiency.

Warehouse & Inventory Operations

• Oversee warehouse-related activities, including shipping, receiving, inventory management, and inventory accuracy.

Process Improvement

• Actively participate in KAIZEN and continuous improvement initiatives to enhance workflows, operational efficiency, and cross-functional collaboration.
• Prepare operational documentation, reports, data analyses, and process manuals.
• Perform additional duties and responsibilities as assigned by management.

Required Qualifications & Skills:

• Business-level proficiency in both Japanese and English.
• Experience in sales operations, sales support, procurement, purchasing, order management, or related operational functions.
• Experience managing quotations, purchase orders, invoices, contracts, and vendor relationships.
• Strong coordination and communication skills with internal teams, customers, vendors, and distributors.
• Experience working with ERP systems; Microsoft Dynamics NAV (Navision) experience is preferred.
• Strong Excel skills and the ability to analyze, organize, and report operational data.
• Ability to manage multiple priorities, meet deadlines, and maintain a high level of accuracy and attention to detail.
• Strong problem-solving and organizational skills.
• Experience supporting inventory, logistics, warehouse, or supply chain operations is a plus.
• Interest in process improvement, operational excellence, and KAIZEN initiatives.

Why Join This Opportunity?

日本語を活かし、Sales Operations・Procurement・Vendor Management・ERP運用・業務改善に幅広く携われるポジションです。