Process Controls Specialist, VDC

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

The Specialist operates within frameworks set by the Process & Controls Manager, VDC 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 Specialist's value is in reliable, disciplined execution of those standards on the ground.

This role also supports coordination points between Sales Administration and VDC by helping maintain accurate workflow documentation, surfacing recurring handoff issues, and reinforcing process discipline tied to downstream project execution.

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 Manager's 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 Administration team members using materials and curriculum developed or approved by the Process & Controls Manager, VDC.

Support onboarding for new 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 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.

Track recurring issues tied to VDC-related sales workflows and escalate documentation gaps, data quality concerns, or handoff breakdowns that could affect project setup and execution.

Participate in working sessions or governance forums, providing departmental observations and documentation support.

Required Qualifications

Bachelors degree in business, Operations, Information Systems, Construction Management, or a related field (or equivalent experience).

2+ years of experience in Sales Operations, Sales Administration, Business Process Support, Construction Management, 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).