[Hiring] Order Management Specialist @Penbrothers

Role Description

The Order Management Administrator supports multiple teams by managing administrative activities, processing client orders, coordinating order fulfillment, and ensuring smooth and efficient order operations. This role is responsible for maintaining accurate customer and order records, coordinating with internal teams and external partners, supporting sales activities, and providing timely and professional customer service. The Order Management Administrator plays a key role in ensuring orders are processed accurately, communicated effectively, and fulfilled in accordance with customer requirements and company policies.

• Process client orders in NetSuite, ensuring order details are complete, accurate, and properly approved in accordance with company policies and procedures.
• Monitor order approval workflows and ensure orders progress through the system in a timely manner.
• Provide timely and accurate customer service and maintain clear, professional communication with clients regarding transactional and order-related matters.
• Maintain accurate and up-to-date order documentation, customer records, and supporting documentation.
• Communicate effectively with internal teams, clients, third-party logistics (3PL) partners, and distribution centers (DCs) to ensure alignment throughout the order fulfillment process.
• Coordinate with 3PL partners to ensure products are available and prepared for shipment to clients.
• Partner with Distribution Centers to coordinate outbound scheduling and ensure shipments are arranged with assigned carriers.
• Ensure required documentation, compliance requirements, and customer reporting are completed accurately and on time.
• Coordinate with internal teams, including Engineering, Receiving, Quality Assurance (QA), and Enterprise Systems (ES), to support seamless order processing.
• Monitor inventory availability and coordinate with the inventory team to identify potential shortages, backorders, or other issues that could affect customer deliveries.
• Participate in sales meetings and provide order management support as needed.
• Enter and manage contract client purchase orders (POs), including zero-dollar POs.
• Respond to customer inquiries and provide information regarding products, services, orders, and shipment status.
• Address customer complaints and order-related issues, escalating matters to the appropriate team members when necessary.
• Identify potential order, inventory, routing, or fulfillment issues and communicate them proactively to the appropriate stakeholders.

Qualifications

• Associate or bachelor's degree preferred, or equivalent relevant work experience.
• Previous experience in order management, sales administration, customer service, logistics, supply chain, or related field.
• Experience working with ERP, order management, CRM, or similar business systems; NetSuite experience is preferred.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, and Word.
• Strong organizational and time-management skills with the ability to prioritize multiple tasks and deadlines.
• Strong attention to detail and a high degree of accuracy.
• Excellent written and verbal communication skills.
• Strong problem-solving and follow-through skills.
• Ability to work effectively with clients, internal teams, Distribution Centers, 3PL partners, and other external stakeholders.
• Ability to work independently while also contributing effectively as part of a team.
• Ability to manage competing priorities in a fast-paced, deadline-driven environment.
• Demonstrated ability to handle confidential and business-sensitive information appropriately.

Benefits

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.
• Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.
• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.
• Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.