Order Processing Executive

Summary

The Order Processing Executive is responsible for ensuring all customer orders are processed accurately, efficiently, and on time. The role serves as the coordination point between Sales, Inventory, Warehouse, Logistics, and Finance to ensure smooth order fulfilment.

Key Roles & Responsibilities

1. Order Management

• Receive and review customer purchase orders from all sales channels.
• Verify product details, pricing, quantities, promotions, and customer information.
• Enter orders accurately into order management system.
• Ensure all orders comply with company policies and procedures.
• Process order amendments, cancellations, and returns where applicable.

2. Inventory Verification

• Check stock availability before confirming customer orders.
• Coordinate with KA/manager regarding inventory shortages.
• Allocate inventory according to company allocation policies.
• Escalate stock discrepancies to the Planning & Demand team.

3. Order Fulfilment Coordination

• Coordinate with the warehouse for picking, packing, and shipment.
• Monitor order status from confirmation through delivery.
• Ensure orders are dispatched within agreed service levels.
• Follow up on delayed or incomplete shipments.

4. Customer Communication

• Confirm order receipt with customer/ KA where needed to.
• Provide delivery schedules and shipment updates to KA if necessary.
• Respond promptly to KA regarding order status.
• Handle customer complaints from KA related to order processing professionally.

5. Documentation

• Ensure delivery orders, invoices, packing lists, and other required documentation are per customers’ requirements.
• Maintain complete and accurate order records.
• Ensure documentation complies with company and regulatory requirements.

6. Coordination with Internal Departments

• Sales Team/ KA
• Warehouse
• Finance
• Resolve operational issues affecting order fulfilment.

7. Quality Control

• Ensure order accuracy before release.
• Verify pricing, discounts, taxes, and customer information.
• Minimize order processing errors through careful validation.

8. Reporting

• Prepare daily order processing reports.
• Monitor pending, backordered, and completed orders.
• Report order fulfilment performance to management.
• Identify process improvement opportunities.

9. Compliance

• Follow company SOPs for order processing.
• Maintain confidentiality of customer and company information.
• Comply with company policies and applicable regulations.

Qualifications:

• Diploma/ Bachelor’s Degree in Marketing, International Business, Business Administration or any related field.
• At least 2-3 years’ experience. Previous sales admin experience preferred.
• Proficiency in MS Office, particularly Excel or Pivot.
• Able to basic sale data analysis.
• Good interpersonal communication.
• Self-motivate / Independence, good problem solving.
• Immediate availability preferred.