Order Management Specialist

Private Advertiser; Philippines; On-site; PHP 335,000 - 614,000; Full time

Job summary

Private Advertiser is seeking an Order Management Specialist to oversee the order-to-delivery lifecycle, ensuring accurate processing, timely delivery, and exceptional customer service.

You will coordinate with Sales, Logistics, Warehouse, and Finance, track orders, generate reports, resolve discrepancies, and continuously improve workflows.

The ideal candidate has a BA in business or related field with at least 3 years in order management or sales operations, strong Office and ERP skills.

Qualifications

• Bachelor’s degree in Business Administration or related field.
• At least 3 years of experience in order management, customer service, or sales operations.
• Strong computer skills, including Microsoft Office and ERP systems.
• Excellent communication and problem-solving abilities.

Responsibilities

• Review and process customer purchase orders with accuracy and efficiency.
• Serve as the first point of contact for clients regarding their orders and delivery schedules.
• Coordinate with Sales, Logistics, and Finance to ensure timely, accurate order fulfillment and billing.
• Monitor order progress, generate reports on order trends and delivery performance, and resolve discrepancies.
• Maintain accurate records of orders, invoices, and confirmations, ensuring compliance with policies.

Skills

Office software

ERP systems

Communication

Coordination

Multitasking

Detail-oriented

Education

Bachelor’s degree in Business Administration or related field

Tools

Microsoft Office

ERP systems

Job description

Order Management Specialist

Do you have a sharp eye for detail, strong organizational skills, and a passion for ensuring customer satisfaction? We’re looking for an Order Management Specialist to be the backbone of our order-to-delivery process. In this role, you will manage every step of the order lifecycle, ensuring smooth transactions, timely delivery, and exceptional service to our valued customers.

Key Responsibilities

Order Processing

• Review and process customer purchase orders with accuracy and efficiency.
• Verify order details, including product specifications, pricing, payment terms, and stock availability.
• Enter, update, and track orders in the system to ensure transparency and accuracy at all times.

Customer Communication

• Serve as the first point of contact for clients regarding their orders.
• Confirm orders, delivery schedules, and proactively inform customers of any changes or potential delays.
• Address and resolve customer inquiries related to orders, shipments, and after-sales support with professionalism and care.

Cross-Department Coordination

• Work closely with Sales, Logistics, and Warehouse teams to guarantee timely and accurate order fulfillment.
• Coordinate with the Finance team to validate payment terms, resolve billing issues, and secure credit approvals.

Order Tracking and Reporting

• Monitor the progress of all orders to ensure deadlines and commitments are met.
• Generate reports analyzing order trends, delivery performance, and customer satisfaction for management review.

Problem Resolution

• Proactively identify and resolve issues such as order discrepancies, shipping delays, or inventory shortages.
• Escalate complex problems to the appropriate departments or management for quick resolution.

Documentation and Compliance

• Maintain accurate, well-organized records of purchase orders, invoices, delivery notes, and confirmations.
• Ensure compliance with company policies, quality standards, and internal procedures at all times.

Process Improvement

• Spot inefficiencies and recommend improvements to optimize order processing workflows.
• Participate in the adoption and implementation of new tools, systems, or processes to enhance order management efficiency.

Qualifications

• Graduate of Business Administration course or related field.
• At least 3 years of proven experience in order management, customer service, or sales operations.
• Strong computer skills, including proficiency in Microsoft Office and ERP systems.
• Excellent communication, coordination, and problem-solving abilities.
• Highly organized, detail-oriented, and able to handle multiple priorities in a fast-paced environment.
• Team player with a customer-first mindset.