Order Management Administrator

Job Summary

The Order Management Administrator will be responsible for verifying and processing sales orders, purchase orders, and invoices, as well as tracking shipments to ensure timely delivery. This role requires strong organizational skills, attention to detail, and the ability to collaborate with cross-functional teams to support seamless order fulfilment and logistics.

Key Responsibilities

• Order Verification: Review and validate sales orders and purchase orders for accuracy, completeness, and compliance with company policies and customer/supplier requirements.

• Invoice Processing: Generate, verify, and distribute invoices, ensuring all details (e.g., pricing, quantities, terms) are correct and align with sales and purchase orders.

• Shipment Follow-Up: Monitor and track shipments to ensure timely delivery, coordinating with logistics teams and suppliers to resolve any delays or issues.

• Data Entry and Management: Maintain accurate records of sales orders, purchase orders, invoices, and shipment details in the company’s order management systems.

• Customer and Supplier Communication: Address customer and supplier inquiries related to orders, invoices, and shipments, providing timely and professional responses.

• Issue Resolution: Identify and resolve discrepancies in orders, invoices, or shipments, collaborating with sales, finance, logistics, and procurement teams as needed.

• Process Improvement: Identify opportunities to streamline order, invoice, and shipment processes, contributing to operational efficiency.

• Reporting: Generate reports on order status, invoice accuracy, shipment tracking, and other key metrics for management review.

• Compliance: Ensure all orders, invoices, and shipments adhere to company policies, tax regulations, and industry standards.

Qualifications

• Education: Bachelor’s degree in Business Administration, Accounting, Supply Chain, or a related field required.

• Experience: Minimum of 5 years of experience in order management, order processing, invoicing, or shipment coordination.

• Technical Skills: Proficiency in Microsoft Office (Excel, Word) and experience with ERP systems or order management software.

• Attention to Detail: Strong ability to identify errors and ensure accuracy in high-volume environments.

• Communication Skills: Excellent written and verbal communication skills for interacting with customers, suppliers, and internal teams.

• Organizational Skills: Ability to prioritize tasks, manage time effectively, and handle multiple deadlines.

• Problem-Solving: Proactive approach to resolving discrepancies and improving processes.

• Teamwork: Ability to collaborate effectively with cross-functional teams, including sales, marketing, finance, logistics, and procurement.

Preferred Skills

• Knowledge of basic accounting and supply chain principles.

• Experience in a fast-paced, customer-focused environment with logistics or shipment tracking.