ORDER PROCESSING

About the role

Order Processing is responsible for managing and coordinating the order fulfillment process after a customer Purchase Order (PO) is received and verified, from determining stock requirements or purchases from vendors, processing Purchase Orders (PO) to vendors, to coordinating with Operations and customers to ensure orders can be fulfilled and shipped according to requirements. This position ensures the order fulfillment process runs in accordance with customer PO, quotation, delivery requirements, and company procedures.

• Key responsibilities
• Receive and verify order data from Sales Coordinator, ensuring all information and documents are complete before processing

Determine order fulfillment requirements based on company stock availability and identify items to be fulfilled from stock versus items requiring vendor purchases

Prepare Purchase Orders (PO) to vendors based on order requirements and coordinate with vendors regarding availability, quantity, and delivery schedules

• Submit vendor POs for management approval and authorization according to company procedures, then issue POs to vendors
• Monitor vendor confirmations and order fulfillment status
• Coordinate with Operations and Warehouse regarding goods availability, receipt, and shipping requirements
• Coordinate with customers and expeditors regarding delivery schedules, locations, requirements, and shipping needs
• Ensure shipped goods match customer orders and monitor the shipping process until goods are received by customer
• Monitor each order from fulfillment stage through delivery completion and ensure customer delivery targets are met according to schedule
• Identify and follow up on obstacles that may cause delays and escalate issues to Commercial Lead when necessary

Maintain accurate documentation of vendor POs and order-related documents, ensuring data accuracy for purchasing, stock, delivery, and order status