ORDERING ADMIN(FMCG)

Key Responsibilities

• Handle and process daily customer orders received through WhatsApp, phone calls, email, sales representatives, online platforms or other company channels.
• Check all orders carefully to ensure the product code, product name, quantity, pricing, customer details and delivery information are accurate.
• Key in customer orders into the company system accurately and within the required timeline.
• Verify product availability and coordinate with the Warehouse / Inventory team before confirming customer orders.
• Monitor stock availability and inform the relevant Sales team or customer when products are out of stock, insufficient or unavailable.
• Prepare and process Sales Orders (SO), Delivery Orders (DO), invoices and other relevant documents according to company procedures.
• Coordinate with the Warehouse and Delivery team to ensure orders are picked, packed and delivered according to the customer's order.
• Follow up on pending, incomplete or problematic orders and ensure issues are resolved promptly.
• Monitor backorders, cancelled orders, short supply, damaged goods and returned goods, and update the relevant records accordingly.
• Communicate with Sales Representatives regarding order status, stock availability, delivery schedules, pricing and customer requirements.
• Assist in monitoring customer outstanding orders and ensure all orders are properly tracked until completion.
• Ensure all customer information, order records and supporting documents are updated and properly maintained.
• Check that promotional pricing, discounts, free goods and special customer arrangements are applied correctly according to approved terms.
• Coordinate with the Accounts Department regarding invoice discrepancies, credit notes, payment-related issues and customer account matters when required.
• Prepare daily, weekly or monthly reports on sales orders, order quantity, pending orders, cancelled orders and other order-related information.
• Monitor order accuracy and identify recurring errors such as wrong products, wrong quantities, incorrect pricing or incorrect delivery information.
• Maintain proper filing of customer orders, SO, DO, invoices and other relevant documents for reference and audit purposes.
• Ensure all orders are processed according to the company's SOP, cut-off time and delivery schedule.
• Provide administrative support to the Sales and Operations teams to ensure smooth order fulfilment.
• Handle customer enquiries related to order status, product availability, delivery arrangements and order discrepancies professionally.
• Escalate urgent or critical order issues to the Sales Manager / Operations Manager for immediate action.
• Perform any other ordering, administrative and FMCG-related duties assigned by Management.

Pay: RM1,800.00 - RM2,500.00 per month

Work Location: In person