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
• Prepare periodic reports on order status, purchase status, outstanding Purchase Orders, stock and order fulfillment status, delivery status, and order delays or obstacles

About you

• Minimum Diploma (D3) or Bachelor's degree (S1) from relevant fields such as Management, Business Administration, Supply Chain, Logistics, or related disciplines
• Minimum 1 year of experience in Order Processing, Purchasing, Procurement, Operations, Logistics, or related fields
• Experience in Purchase Order (PO) processes, vendor coordination, and shipping is a plus
• Experience in Marine, Offshore, Trading, or General Supply industries is a plus
• Understanding of order processing, purchasing, Purchase Order (PO), and delivery coordination processes
• Strong administrative and documentation capabilities
• Strong communication and coordination skills with vendors, customers, and internal teams
• Attention to detail in checking data, documents, quantities, and order details
• Ability to monitor multiple orders simultaneously and work according to target timelines
• Proficiency in Microsoft Office, particularly Microsoft Excel