Order Management Executive

Job Purpose

The Sales Support Order Management Executive is responsible for managing the complete order fulfillment cycle for B2B customers, including order processing, billing, inventory coordination, and dispatch tracking. The role ensures timely and accurate execution of sales orders while coordinating closely with Sales, Supply Chain, Warehouse, and Logistics teams to deliver excellent customer service and operational efficiency.

Key Responsibilities

Order Processing & Billing

• Process and validate B2B sales orders in line with company policies and procedures.
• Generate sales orders, invoices, and related billing documents accurately and on time.
• Ensure compliance with approved pricing, discounts, and commercial terms.
• Resolve order discrepancies and coordinate corrective actions when required.

Inventory Coordination

• Coordinate with Supply Chain and Warehouse teams to confirm product availability.
• Monitor inventory levels and proactively highlight potential stock shortages.
• Support order allocation and fulfillment planning based on inventory status.
• Ensure alignment between customer requirements and stock availability.

Dispatch & Logistics Management

• Coordinate timely dispatch of customer orders from warehouses.
• Track shipment status and follow up on delivery schedules.
• Resolve logistics and dispatch-related issues to minimize delivery delays.
• Communicate shipment and delivery updates to sales teams and customers.

Sales Support

• Provide regular updates on order status, dispatch schedules, and delivery timelines.
• Support sales teams by responding to order-related inquiries and customer requests.
• Assist in resolving customer complaints related to order fulfillment.
• Maintain strong coordination with internal stakeholders to ensure customer satisfaction.

ERP & Documentation Management

• Maintain accurate records of orders, invoices, dispatches, and customer communications.
• Update ERP systems with complete and accurate transaction details.
• Ensure all documents comply with internal controls and audit requirements.
• Prepare order management and fulfillment reports as required.

Skills & Competencies

• Order Processing & Management
• Billing and Invoicing
• Inventory Coordination
• ERP System Proficiency
• Logistics & Dispatch Coordination
• Cross-Functional Collaboration
• Customer Service Orientation
• Attention to Detail
• Problem-Solving Skills
• Communication & Interpersonal Skills
• Process Compliance and Documentation Management

Key Performance Indicators (KPIs)

• Order Processing Accuracy
• Invoice Accuracy Rate
• On-Time Order Fulfillment
• On-Time Dispatch Performance
• Inventory Coordination Effectiveness
• ERP Data Accuracy
• Customer Query Resolution Time
• Customer Satisfaction Levels