Order Processing Specialist

Zafify; Ernakulam; On-site; INR 450,000 - 650,000; Full time

Job summary

Zafify invites applications for an Order Processing Specialist role in Kochi. You will manage the full order processing cycle, collaborating with Sales, Logistics and Finance to ensure timely and compliant fulfillment.

You will verify licenses, review documents and maintain ERP records to keep orders current and accurate. The ideal candidate brings procurement/order processing experience, solid data-entry skills, and a working knowledge of Incoterms, VAT and international payment terms.

Qualifications

• Bachelor’s degree in business, supply chain, or a related field.
• Experience in procurement and order processing documentation.
• Familiarity with Incoterms and international payment terms.
• Strong accuracy and timely handling of documentation.
• Excellent organization and communication skills.

Responsibilities

• Receive, review and accurately process all types of orders with strong attention to detail.
• Coordinate with Sales, Logistics, and Finance for timely processing and fulfillment.
• Ensure correct payment terms are used per approved guidelines.
• Manage order amendments, cancellations, and resolve discrepancies promptly.
• Verify licenses, registrations and VAT certificates before processing.
• Issue purchase orders within 8 working hours of sales order creation.
• Maintain records in the ERP system and update order status.
• Foster strong communication with stakeholders and aim for zero complaints.
• Periodically review orders and remove long-pending entries timely.

Skills

Procurement

Order processing

Data entry

Incoterms

International payment terms

VAT knowledge

Documentation

Attention to detail

Time management

Communication

Education

Bachelor’s degree in B.Com / Business Administration / SCM

Tools

ERP system

Job description

Order Processing Specialist

Job Summary: The Order Processing Specialist is tasked with managing and overseeing the entire order processing cycle, ensuring the timely and accurate handling of both sales and purchase orders. This role requires close collaboration with internal verticals such as sales, logistics and finance, as well as external partners like customers and suppliers. Additionally, the specialist will lead initiatives to improve processes, resolve order-related issue and build strong relationships with both internal and external stakeholders.

Key Responsibilities:

• Receive, review and accurately process all types of orders with strong attention to detail.
• Coordinate with Sales, Logistics, and Finance to ensure timely and compliant order processing and fulfillment.
• Ensure correct payment terms (Open Credit / LC / PDC / Advance / SCF) are selected as per approved credit guidelines.
• Manage order amendments, cancellations, and resolve discrepancies or delays promptly.
• Ensure all required documents and instructions are included in purchase orders and uploaded in the workflow.
• Verify customer/supplier trade licenses, commercial registrations and VAT certificates before processing.
• Issue purchase orders within 8 working hours of sales order creation.
• Maintain accurate records of all transactions in the ERP system, including supplier P.O. Box: , Office 204, Al Abbas Building 2, Khalid Bin Waleed Street, Burdubai, Dubai. and order status updates.
• Foster positive communication with internal and external stakeholders and aim for zero customer complaints.
• Periodically review orders and remove long-pending or inactive entries in a timely manner.

Skills, Competencies and Attributes

• Candidates should have 23 years of experience in procurement and order processing documentation, with proficiency in systems and data entry.
• Candidate must be familiar with Incoterms, international payment terms, shipping terms (liner terms and other notations), shipment modes and related documentary requirements, along with basic knowledge of VAT and other taxes.
• The role requires the ability to understand customer order and supplier offer terms, as well as contract and agreement conditions and their associated risks.
• Strong accuracy, timeliness in handling documentation and good interpersonal skills are essential.
• Candidates should be well-organized, adaptable, and capable of prioritizing tasks effectively while demonstrating strong problem-solving abilities.
• Dependability, adherence to policies and regulations, and a solid work ethic are key expectations.
• A commitment to continuous learning and responsibility in fulfilling obligations is required.

Qualifications:

• A bachelor's degree (preferably B.com), business administration, supply chain management, logistics, procurement or a related field is preferred.
• Professional Certification in supply chain management such as CPSM, CSCP, CPIM, CPP, Order Fulfillment Specialist Certification and Customer Order Specialist Certification will be an added advantage.

Work Location:

Kochi.