Operations Associate (Order Processing)

BukuWarung; Jakarta Selatan; On-site; IDR 96,841,374 - 154,946,199; Full time

Job summary

BukuWarung is hiring two Operations Associates for a 3-month contract focusing on warehouse migration support in Jakarta. Responsibilities include order processing and fulfillment, tracking inventory, and coordinating with various teams during the migration phase. Ideal candidates will have 2-4 years of experience in operations and strong attention to detail, with advanced skills in spreadsheets and good communication abilities. This role requires a commitment from late May through August.

Qualifications

• 2–4 years experience in operations or similar roles.
• Strong track record of accuracy in data entry.
• Comfortable with advanced spreadsheet functions.

Responsibilities

• Support backend order processing during warehouse migration.
• Translate and upload order data to vendor systems.
• Manage WhatsApp coordination with internal teams and vendors.

Skills

Attention to detail

Advanced spreadsheet skills

Good written communication in Indonesian

Reliable follow-up discipline

Tools

Warehouse Management System (WMS)

Order Management System (OMS)

Job description

About Us

BukuWarung is SEA's fastest-growing startup and we are building the digital infrastructure for 60 million MSMEs in Indonesia, enabling them to efficiently manage and grow their business — starting with digital bookkeeping, online storefront, and payments. BukuWarung's vision is to empower 60 million MSMEs in Indonesia to become financially aware and enable them to manage and grow their business using technology.

BukuWarung is backed by top-tier VCs globally: Peter Thiel's Valar Ventures, Goodwater Capital, Y-Combinator, AC Ventures, Quona Capital, East Ventures, Golden Gate Ventures, Rocketship.vc, Tanglin Venture Partners and strategic angel investors from Stripe, PayPal, Plaid, Grab, Gojek, Facebook, AirBnB, Fast, Mastercard, etc.

Job Overview

We are looking for two detail-oriented Operations Associates to support BukuWarung's warehouse migration period on a 3-month contract (target start: late May; through August). The role focuses on backend order processing — translating order data, executing fulfillment uploads to vendor systems, capturing serial numbers and airwaybills, and logging inbound activity. During the migration period, two warehouse systems will run side-by-side, requiring careful manual reconciliation to keep merchant operations stable while the new ops automation tools are still being built.

Two associates will be hired:

• One to cover BukuPay product flow (QRIS / payment-side order processing)
• One to cover EDC product flow (Saku & Android device order processing — inbound, outbound, returns, replacements)

Both work the same SOP and report into the Logistics Ops team.

Responsibilities

1. Order Processing & Fulfillment

• Translate order data from the internal order management system into the warehouse vendor's CSV upload format (~20 min per batch), applying the BukuWarung-to-vendor field mapping exactly
• Upload assignments to the warehouse vendor's dashboard and confirm orders land in the Pending queue
• Validate field completeness and flag malformed rows before upload
• Apply the correct packing configuration by order type (in-app, partnership, MS-OTS, marketing) — Saku vs Android
• Monitor that the daily 11:00 AM internal order management system automation runs successfully; elevate to AI team if the system is not updated by 11:30 AM

2. Inbound Tracking & Logging

• Receive and confirm new EDC stock notifications from BD via email (with attached purchase docs); reply with the Pulogadung delivery address
• Store inbound details in the [Working Sheet] EDC Ops Outbound - Inbound Process — including serial numbers, device type, quantity, and warranty data
• Quality-check returned and replacement EDCs and log inbound including the box / storage location
• Acknowledge failed-delivery notifications from the warehouse vendor via the BukuWarung × warehouse vendor WhatsApp group and update the inbound log
• Maintain end-to-end audit trail across all inbound categories (supplier, return, replacement, failed delivery)

3. Serial Number & Airwaybill Capture (D+1)

• Download SN and airwaybill files from the warehouse vendor's daily email and save raw files to the consistent location (sn-airwaybill-raw.xlsx)
• Verify the internal order management system has been updated post-11:00 AM automation run
• Escalate to AI team for manual pipeline trigger when automation fails; alert Ops if the warehouse vendor email is missing by 10:00 AM
• Log confirmation of SN capture in ops-tracking-log

4. Cross-Functional Coordination

• Coordinate with Partnership, BD, Merchant Success, Marketing, and Product teams on order requests and inbound expectations
• Manage WhatsApp threads with the warehouse vendor and 3PL partners; close out aging issues through to resolution
• Reply promptly to internal stakeholders confirming inbound and outbound status
• Escalate vendor performance drops early — especially during migration cutover windows

5. Migration Support (Migration-Specific)

• Bridge dual warehouse systems running in parallel through the migration period
• Daily reconciliation between old and new warehouse data — surface mismatches before they affect outbound
• Flag stock-binding mismatches (Order ID QR code SIM number Serial Number) before they impact merchant transactions
• Support the 29 May stock-take with daily-worker coordination on the ground
• Document new errors and process gaps surfacing from the new warehouse so SOPs can be updated

Requirements

• 2–4 years experience in operations, warehouse, e-commerce, fintech, payment ops, or admin / billing-ops roles
• Strong attention to detail — track record of zero or minimal mistakes on bulk data entry / order processing
• Comfortable with spreadsheets at an advanced level (VLOOKUP, pivots, conditional formatting), bulk uploads, and structured CSV processing
• Good written communication in Indonesian; comfortable with email and WhatsApp coordination with vendors and internal stakeholders
• Reliable follow-up discipline — closes out threads, doesn't drop the ball mid-conversation
• Able to start immediately and commit through the contract period (late May through August)

Nice to Have

• Experience in warehouse operations, payment operations, e-commerce fulfillment, or merchant support
• Familiarity with WMS / ERP / OMS tools (e.g., warehouse vendor portals such as ShipperERP / Ginee / Desty, or internal order management systems — or similar)
• Prior experience supporting a system migration, warehouse move, or vendor cutover
• Basic English written communication for cross-functional and vendor coordination
• Background similar to multi-entity billing operations or admin (e.g., Paper.id-style workflows — Jean Innestia tier persona)

Working Style

• Execution-focused, hands-on, comfortable with admin-heavy and repetitive work
• Calm under operational pressure; doesn't elevate prematurely but does escalte when judgment says so
• High ownership — owns the order log, owns the WhatsApp follow-up, owns the reconciliation
• Comfortable with ambiguity in a migration context (SOPs may shift week by week)

Contract Terms

• 6-month fixed-term contract with potential extension based on migration timeline and performance
• On-site in Jakarta
• Reports to: Logistics Ops Lead (with dotted line to Ops Performance / Head of Operations during migration)