Order Management Specialist

What’s it like to work at Quick Base? Well, our company, our market and our customers are growing fast. This means all Quick Base employees are engaged in interesting and challenging work, we have the opportunity to try new and different things and lots of room for career advancement (1/3 of our employees are in a new role from 1 year ago!). We work with exceptional colleagues and foster an environment that empowers those closest to the work to make decisions and provide each other the support to move quickly and learn as we go. Quick Base combines the excitement and pace of a startup with the stability and work/life balance of a market leader. Find out if Quick Base is for you!

Position Overview:

The Order Management Specialist will report directly to the Order Management Team Lead and will be a critical member of the quote to cash process (“Q2C”) and accounting function. The Order Management Specialist will be heavily involved in the entire customer life cycle, including quoting, processing orders, invoicing and collections. This role will have significant interaction with the Deal Desk, Sales, Accounts Receivable, the Corporate Controller, and other operational stakeholders.

Responsibilities:

• Daily processing of subscription and services orders in Zuora and customer invoicing with 100% accuracy to drive clean revenue recognition, sales activity reporting and commissions processing
• Work closely with Deal Desk and Sales on quoting and serve as an expert in Company bookings and fulfilment policies
• Coordinate with Sales, Legal, Sales Ops, IT and other parts of the organization to ensure efficiency throughout the entire order life-cycle
• Perform a detail-oriented review of quotes and order forms to ensure compliance with Company bookings and revenue recognition policies
• Lead monthly compliance billing process, working with Sales to quote and invoice for compliance overages
• Manage customer portals including timely uploading of invoices against POs and performing collections activities on past-due invoices
• Assist the Senior Accounts Receivable Administrator with collections activities including review of customer aging, follow up communications, running bi-weekly aging meetings with members of Finance and Sales and updating the Quick Base Collections App with current collections notes
• Review and approval of state tax exemption forms
• Complete vendor set up forms, set up accounts in customer billing portals and provide other information as requested by customers to assist them with onboarding Quick Base as a vendor
• Assist with monthly close process including preparing the accounts receivable aging, preparing accounts receivable Zuora to NetSuite reconciliations and other tasks as required
• Ad hoc projects as required by the Corporate Controller

Qualifications:

• Bachelor's degree required
• 3+ years of relevant experience in order management/contract management roles, preferably in a high-growth SaaS company environment
• Experienced user of Q2C systems including subscription billing software (preferably Zuora and Avalara), ERP systems (preferably NetSuite), banking platforms and customer portals (including but not limited to Ariba, Taulia, Coupa, Tungsten, etc)
• Experience with customer collections process and cash applications, including posting invoices in customer portals, following up on past due accounts, check scanning and cash application and accounts receivable month-end reconciliations

Behavioral and Interpersonal:

• Strong communication skills and desire to work cross-functionally to achieve common goals
• Collaborative team player with high standards and ethics
• Ability to prioritize and multi-task in a fast paced environment and manage several tasks simultaneously
• Demonstrated ability to consistently work within fixed timeframes and meet tight deadlines without sacrificing quality
• Display confidence and resourcefulness in collaborating with Sales and Deal Desk to structure complex deals to meet customer needs and ensure compliance with internal policies
• Ability to make decisions based on policy with a good sense for when escalation and additional communication is necessary
• Independent, self-starter wiling to think outside of the box and influence change
• Desire to work in a high growth, fast-paced and constantly evolving environment