Sales Order Management Administrator

Sales Order Management Administrator

Location: Melbourne, Victoria - AUS

Who is Pentana Solutions?

For over 50 years, Pentana Solutions has been pushing the automotive industry forward through innovation, cutting-edge technology, and market-changing solutions. Our passion and expertise drive us to constantly seek the next opportunity to transform the way our customers operate, innovate, and expand their businesses.

With a global footprint spanning more than 100 countries and supporting over 50,000 users, we collaborate closely with our customers to enhance efficiency, profitability, and future success. Our solutions are designed to transform the way automotive businesses operate, not just today, but tomorrow.

At the heart of Pentana Solutions is our people. We recognise that they are our greatest asset, and our culture is built around our core values: En.R.I.T.C.H. – Enjoyment, Respect, Integrity, Trust, Communication, and Honesty. These values guide everything we do, shaping a workplace where ideas are valued, collaboration thrives, and every team member can make a difference.

The Opportunity

Under the direction of the Sales Order Management Team Leader, the Sales Order Administrator is responsible for Sales Order Administration across Pentana Solutions

The team is responsible for Sales Order Administration across Pentana Solutions. This includes Sales Order Management, Release Management, and Customer Wind Down Management. The Sales Order Management Team Leader must comply and uphold with the Global Sales Order Administration Rules and Regulations at all times.

This role requires working from our head office in Mount Waverley, five days per week.

Key responsibilities include, but are not limited to:

Adherence to Policies and Procedures

• Adhere and enforce all Global Sales Order Administration Rules and Regulations.

Sales Order Management

• Manage the Sales Order entry process across all Business Units for both the Australian Retail Business and International Business
• Ensure Sales Order submissions are processed efficiently and meet company deadlines.
• Ensure all Sales Orders reflect what is contained in the proposals and where possible, identify any gaps that may prevent unsuccessful delivery or implementation
• Ensure all maintenance removal information and pay-out information Is communicated on the Sales Orders.
• Ensure all Sales Order submission adheres to Global Sales Order Administration Policies, or have the relevant Executive approval prior to Sales Order submission.
• General Administration (modifications of Sales Orders, cancellation of Sales Orders and communication of whiteboard sales)
• Update relevant areas of the Pronto CRM Database with Sales Order information ensuring Sales Orders and Pronto CRM are in sync
• Management of Finance Documentation for Sales Order approval (e.g. SERental)
• Maintain Product Code knowledge to ensure accurate Sales Order submission

Release Management

• Releasing of Products and Service Call Records (SCRs) for invoicing
• Apply Releasing rules and regulations

Sales Order Archiving

• Uploading of all proposals and relevant Sales Order entry paperwork (cancellation information, sign-offs, approvals) into Pentana Solutions Archiving System, based on Sales Order Archiving rules and regulations

Reporting

• Send out relevant reports as per Team Responsibility Checklist - times and frequency set out on this list.
• Main reports are end of month reporting, Zero Dollar Report, Sales Opportunities with no Sales Order No.

Meetings

• Contribute and participate in all Team and company Meetings

Unit Expectations

• Take ownership, be responsible, and accountable
• Manage your health and personal goals
• Contribute to Sales Order Management Team (initiatives)
• Provide first-class Administration and Sales assistance to Pentana Solutions Business Units

What's in it for me?

The successful candidate will be rewarded with the opportunity to join a passionate group of highly experienced people in an inclusive local and global team.

Other benefits include:

• Attractive remuneration package – we believe in sharing the benefits of growth with alignment to our portfolio and company success, with great commission earning potential .
• Relaxed but ambitious culture – We focus on delivering outcomes but have fun doing it.
• Opportunity to collaborate with a broad range of departments– you will get to work with various departments across our organisation nationally and across the globe.
• THRIVE- our holistic wellbeing program.
• GROW - our Learning and Development framework, where we aim to create a workplace that inspires continuous personal and professional growth.
• Work-life balance, inclusive culture, community and social events, awards and recognition for your work.

Who you are:

Professional

• VCE, or equivalent
• 2 years' experience in a similar role
• Proficient with MS Office (in particular Excel)
• Working knowledge of ERP and Pronto
• A background in the automotive industry is highly desirable.

Abilities

• Pragmatic, with a critical thinking mindset
• Excellent attention to detail
• Strong communication, both written and verbal
• Strong time management skills; manage priorities effectively
• Ability to work under pressure and handle multiple projects concurrently

Attributes & Behaviours

• Excellent stakeholder management
• Articulate, with ability communicate to management and customers
• Proactive, self-motivated with the ability to work effectively both, autonomously and within a team
• Flexible and adaptable
• Delivery and results focused.

We're all about celebrating diversity and creating an inclusive, respectful team. We welcome applications from people of all backgrounds, including Indigenous Australians, people of colour, LGBTIQA+, and those with disabilities. Need any support during the application process? Just let us know

If you feel you have the skills and qualifications to carry out this role, please click "Apply" and complete our short online application form.