Senior Order Management Specialist

Job Summary:

The Senior Order Management Specialist is responsible for managing and coordinating the end-to-end execution of customer orders from Sales Order (SO) confirmation through procurement, vendor/distributor coordination, warehouse readiness, logistics, delivery, invoicing, and follow-up collection.

The role acts as the key operational link between Sales, Procurement, Purchasing, Vendors/Distributors, Warehouse, Logistics, Finance, and customers to ensure that orders are executed accurately, efficiently, and within the agreed commercial and delivery commitments.

Responsibilities:

• Sales Order Management
• Receive and review Sales Orders (SOs) and customer POs received from the Sales team.
• Verify order details including part numbers, quantities, pricing, payment terms, delivery requirements, and customer information.
• Ensure that orders are accurately recorded and updated in the relevant ERP/CRM systems.
• Maintain accurate and up-to-date order status and identify pending actions or exceptions.
• Track open, pending, incomplete, and delayed orders.
• Product Availability & Procurement Coordination
• Check product availability and determine which items are available from existing stock and which require procurement.
• Coordinate with Procurement and Purchasing teams to initiate and follow up on required purchases.
• Coordinate with vendors and distributors regarding product availability, pricing, lead times, order confirmation, and expected delivery dates.
• Follow up on purchase orders and supplier commitments to ensure alignment with customer delivery requirements.
• Escalate shortages, delays, price changes, or supply risks that may impact customer commitments.
• Warehouse, Logistics & Delivery Coordination
• Coordinate with Warehouse to ensure products are received, available, and ready for delivery.
• Follow up on inbound shipments and expected receiving dates.
• Coordinate with Logistics regarding delivery schedules and customer requirements.
• Ensure that delivery plans are aligned with customer commitments.
• Follow up on delivery issues, delays, discrepancies, and exceptions until resolution.
• Ensure proper tracking of part numbers, serial numbers, quantities, and delivered items.
• Customer & Sales Coordination
• Act as the main operational point of contact for order-related matters after SO confirmation.
• Provide Sales with regular updates regarding order status, availability, procurement, delivery, and potential delays.
• Coordinate with customers regarding delivery schedules, documentation, and order requirements when required.
• Proactively communicate potential delays and provide realistic revised timelines.
• Ensure customer commitments are aligned with actual product availability and operational capabilities.
• Commercial & Financial Follow-up
• Understand and monitor agreed payment terms and commercial conditions.
• Coordinate with Finance regarding invoicing status and outstanding payments.
• Follow up on collection milestones related to assigned orders where applicable.
• Ensure awareness of commercial conditions such as CIF, taxes, customs responsibilities, and other applicable charges.
• Escalate commercial discrepancies that may affect order execution, profitability, or collection.
• Order Documentation & Data Accuracy
• Maintain accurate documentation related to SOs, POs, vendor confirmations, delivery documents, and customer requirements.
• Ensure consistency between Sales Orders, Purchase Orders, invoices, and delivery documentation.
• Maintain accurate ERP/CRM records and order status.
• Track serial numbers, part numbers, quantities, and other product-related information where applicable.
• Order Performance & Reporting
• Prepare regular reports covering:
• Open orders
• Order aging
• Procurement status
• Vendor delays
• Product availability
• Delivery status
• Incomplete orders
• Customer issues
• Collection status
• Monitor order KPIs and identify recurring operational issues.
• Escalate critical risks and delays to management.
• Provide visibility to management on the overall order pipeline and expected deliveries.
• Process Improvement
• Identify recurring bottlenecks within the order-to-delivery process.
• Recommend improvements to reduce order cycle time and delays.
• Support the development and implementation of SOPs for Order Management.
• Contribute to automation and system improvements related to order tracking and reporting.
  

Qualifications:

• Bachelor's degree in business administration, Supply Chain, Logistics, Commerce, Engineering, or a related field.
• 3–5 years of relevant experience in Order Management, Sales Operations, Supply Chain, Procurement Coordination, Commercial Operations, or a similar role.
• Experience in an IT, technology distribution, system integration, or B2B environment is highly preferred.
• Experience dealing with vendors, distributors, customers, and internal cross-functional teams.
• Good understanding of ERP/CRM systems.
• Advanced Microsoft Excel skills.
• Strong understanding of order processing, procurement, logistics, and delivery processes.
• Basic understanding of commercial terms, payment terms, CIF, taxes, and customs.
• Good English communication skills.
  
  

Core Competencies:

• Strong coordination and follow-up skills
• Attention to detail
• Problem-solving
• Analytical thinking
• Customer Orientation
• Commercial awareness
• Time management