Order Processing Coordinator

Key Responsibilities

1.    Order Monitoring & Fulfilment Coordination

• Receive, verify, and process customer orders with accurate data entry and proper documentation.
• Confirm orders based on stock availability, production capacity, and delivery schedules.
• Monitor order status from order receipt through delivery completion.
• Coordinate closely with Production, Warehouse, Logistics, and Finance to ensure smooth order fulfilment.
• Arrange delivery with approved transporters, ensuring compliance with cold chain requirements for frozen products.
• Proactively identify and resolve potential order delays or issues.

2.    After- Sales Support & Complaint Handling

• Provide after-sales support including delivery follow-up and issue resolution.
• Receive and manage customer complaints related to orders, delivery, or documentation.
• Escalate unresolved or critical issues to the Senior Order Processing Coordinator or Management.

3.    Documentation & Administrative Support

• Ensure new customer applications are complete and properly recorded.
• Maintain accurate records of sales orders, delivery orders (DO), invoices, and customer information.
• Prepare basic order summaries and sales-related information for Management when required.
• Ensure all order processing activities comply with company SOPs, food safety standards, and traceability requirements.

4.     Cross – Functional Collaboration

• Work closely with Production, QCQA, Warehouse, Logistics, Finance, and Sales teams.
• Ensure alignment between customer commitments and operational capabilities.
• Support ad-hoc tasks and assignments related to order management and business operations.

5.      Authority & Decision- Making

• Process and confirm customer orders in accordance with approved pricing, credit terms, and stock availability.
• Liaise with internal departments to resolve order-related issues.
• Escalate critical order delays, complaints, or risks affecting customer satisfaction or food safety.

Qualifications & Requirements

1.     Diploma in Business Administration, Logistics, Supply Chain Management, or related fields.

2.     Minimum 1 year of experience in a manufacturing environment, preferably in F&B or frozen food industry.

3.      Strong attention to detail and accuracy in order processing.

4.      Good problem-solving skills and ability to handle issues efficiently.

5.      Effective interpersonal and communication skills.

6.      Ability to multitask and work in a fast-paced, deadline-driven environment.

7.      Able to work independently and collaboratively with cross-functional teams.

8.      Computer literate: experience with ERP systems (e.g. Microsoft Dynamics 365) is an added advantage.

9.      Customer-oriented mindset with high integrity and accountability.

10.  Mature, positive attitude with a pleasant disposition.