Order Processing Coordinator

Pastry World Sdn Bhd; Shah Alam; On-site; MYR 42,000 - 65,000; Full time

Job summary

Pastry World Sdn Bhd in Shah Alam is seeking an Order Processing Coordinator to receive, verify, and process customer orders with accurate data entry and proper documentation. You will confirm orders against stock and production capacity, and monitor status from receipt through delivery.

You will collaborate closely with Production, Warehouse, Logistics, and Finance to ensure smooth order fulfilment, arrange delivery with approved transporters, and ensure cold-chain compliance for frozen

Qualifications

• Diploma in Business Administration, Logistics, Supply Chain Management, or related fields
• Minimum 1 year of experience in a manufacturing environment, preferably in F&B or frozen food industry
• Strong attention to detail and accuracy in order processing
• Good problem-solving skills and ability to handle issues efficiently
• Effective interpersonal and communication skills
• Ability to multitask and work in a fast-paced, deadline-driven environment
• Able to work independently and collaboratively with cross-functional teams
• ERP systems experience (e.g. Microsoft Dynamics 365) is an added advantage
• Customer-oriented mindset with high integrity and accountability
• Mature, positive attitude with a pleasant disposition

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.

Job description

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.