Order Management Staff

Join OATSIDE, a plant-based beverage brand on a mission to make delicious oat milk for everyone! Since launching in 2022, OATSIDE has expanded to more than 18 markets, bringing our oat milk to consumers across Asia and beyond.

We are looking for a proactive and detail-oriented Order Management Staff to support our order processing, inventory coordination, logistics, and customer communication to ensure smooth and accurate order fulfillment.

Job Description

Order Management

• Receive and review customer POs.
• Validate PO details, including SKU, quantity, price, delivery address, requested delivery date, and payment terms.
• Create and maintain Sales Orders in NetSuite.
• Ensure orders are processed accurately and within the agreed SLA.
• Monitor order status from PO receipt until delivery.

Inventory & Allocation

• Check stock availability and allocate inventory based on customer requirements.
• Coordinate with Planning/Production and Warehouse for stock availability.
• Monitor blocked, damaged, expired, or QC-hold stock.
• Ensure stock allocation follows FEFO and agreed customer requirements.
• Coordinate with QC for stock release and ensure released stock is reflected in NetSuite.

Warehouse Coordination

• Coordinate with WH/3PL for order fulfillment and dispatch readiness.
• Ensure IR/IF transactions in NetSuite are completed accurately and on time.
• Reconcile physical stock, WMS, and NetSuite inventory where required.
• Follow up on picking, packing, loading, and dispatch status.
• Escalate any warehouse delays that may impact customer delivery.

Delivery & Logistics Coordination

• Coordinate delivery schedules with customers, warehouse, and logistics providers.
• Monitor shipment status and expected delivery dates.
• Ensure delivery documentation is complete and accurate.
• Proactively communicate any delivery delays or changes to customers and internal stakeholders.

Customer Communication

• Act as the main operational contact for customers regarding order status.
• Provide order confirmation, delivery updates, shortages, delays, and backorder information.
• Manage customer requests, changes, cancellations, and urgent orders.
• Ensure timely response to customer inquiries and complaints related to order fulfillment.

Export Shipment and Local Delivery

• Handle export shipments and local deliveries.

• Coordinate required commercial and shipment documents, such as:

  • Commercial Invoice
  • Packing List
  • Delivery Note
  • Other customer or customs-required documents

Order-to-Cash Coordination

• Coordinate with Finance regarding invoicing and billing issues.
• Ensure invoices are generated based on the agreed process.
• Follow up on discrepancies between PO, SO, delivery, and invoice.
• Support Finance in resolving customer billing disputes.

Skills Required

• Proficient in Microsoft Office applications (Word, Excel, and PowerPoint), particularly Excel for data analysis and reporting.
• Fluent in English.
• Strong analytical skills and attention to detail.
• Proactive, willing to learn, and able to take ownership of assigned responsibilities.