Process Controls Specialist, Sales Admin

Job Description

This role is essential to ensuring that Sales Administration processes are executed consistently accurately and in compliance with established standards directly supporting sales productivity data integrity and operational efficiency across the organization.

Role Summary

The Process & Controls Analyst Sales Administration is an execution-focused role responsible for maintaining applying and reinforcing the business processes and operational controls established by the Process & Controls Manager within the Sales Administration department. This role ensures that defined workflows are consistently followed accurately documented and actively supported at the department level.

The Analyst operates within frameworks set by the Process & Controls Manager and serves as the embedded day-to-day process resource for Sales Administration fielding questions flagging issues delivering training and maintaining documentation. Strategic process design control governance and cross-enterprise decisions remain with the Manager; the Analysts value is in reliable disciplined execution of those standards on the ground.

Key Responsibilities

Process Documentation & Maintenance

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.

Monitor day-to-day process adherence within Sales Administration and surface recurring deviations or friction points for root cause analysis and resolution.

Maintain organized audit-ready process documentation files and ensure all materials meet established formatting and governance standards.

Controls Compliance & Data Integrity

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.

Assist in user access reviews and support enforcement of segregation-of-duties requirements within relevant systems operating within the defined parameters.

Technology Enablement & System Support

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 Managers prioritization and escalation.

Participate in UAT for Sales Administration-related system changes executing test scripts and logging results per defined testing protocols.

Develop and maintain end-user job aids system walkthroughs and quick reference materials to support platform adoption within Sales Administration.

Training Delivery & Reinforcement

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.

Departmental Support & Escalation

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

Bachelors 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. Applicants will receive fair and impartial consideration without regard to race gender color religion national origin age disability veteran status sexual orientation genetic data or other legally protected status. (Background checks may be required as part of our pre-employment process).