[Hiring] Order Management Specialist @Manila Recruitment

Role Description

As an Order Management Specialist, you will coordinate the end-to-end delivery of multiple projects through the WIP process, ensuring orders are accurate, complete, and delivered on time. The role involves working closely with vendors and stakeholders to manage purchase orders, track shipments, resolve issues, and proactively address delays or discrepancies. Success in this role means maintaining high service standards through effective communication, timely follow-ups, and strong attention to detail to ensure customer satisfaction.

What You’ll Do

• Resolve team client issues, vendor errors, & shipping discrepancies.
• Communicate to involved stakeholders within 24 hours.
• Review orders for properly formatted artwork, completeness, accuracy, delivery timeline, & acceptable margin.
• Properly schedule follow-up dates for special action orders to ensure on-time shipment & expedite or escalate as applicable.
• Identify, communicate & escalate issues before problems occur.
• Ensure accuracy of WIP delivery dates.
• Follow-up on jobs on the Dashboard to 0 each day.
• Participate in weekly and monthly sales team meetings.
• Participate in bi-monthly vendor meetings.
• Participate in scheduled staff meetings.

Detailed Overview of Duties

• Review of jobs submitted to WIP for completeness and accuracy of information.
• Create and submit required Purchase Orders to vendors.
• Obtain any required artwork and submit for sample creation.
• Follow up with stakeholders on the proof approval process to get the order into production as quickly as possible.
• Follow up on Purchase Orders to obtain Order Acknowledgements, production time, and estimated shipping date.
• Follow up on shipping status to obtain confirmation and tracking information.
• Efficiently and quickly deal with production or shipping delays so the job remains on schedule.
• Staying in touch with vendors both via email and phone throughout the order and shipment process.
• Using various methods, calculate the shipping charge to the customer.
• Maintaining daily oversight of your Job Issue Tracker, resolving all items scheduled for that day.
• Quickly escalating problem issues that are not understood or outside your ability to rapidly resolve.
• Once freight charges have been calculated, move job into Delivered status for invoicing.
• Final follow up on each job to ensure that all products have been successfully delivered.

Qualifications

• Must have at least 3 years of strong order coordination/management experience.
• Excellent verbal and written communication abilities.
• Strong troubleshooting and problem-solving skills.
• Ability to understand and empathize with customer needs.
• Familiarity with CRM systems and practices.
• Ability to handle difficult customers and high-stress situations.
• Gritty, adaptable, and open to feedback.

Requirements

• Employment Type: Independent Contractor
• Schedule: Monday - Friday; 10 PM to 7 AM Manila Time
• Location: Remote
• Industry: Branding Solutions