Order Management Executive (Supply Chain) - #35164

This is a great opportunity to join a fast-growing company that provides industry leading solutions to a diverse base of local & global customers.

Company Profile:

Our client is a leading manufacturer and worldwide leader in the field of Pumps & Systems. They have 5 manufacturing facilities located in 4 continents and 30 companies worldwide. Their portfolio of pump technologies comprises Progressing Cavity Pumps (flagship product), Rotary Lobe Pumps, Multi-Screw Pumps & Peristaltic Pumps.

The office in the Philippines is a Representative Office of the company in Singapore and is responsible for the distribution of product solutions from Business Unit Pumps & Systems.

Overall purpose and responsibilities of the role:

On average, the business currently processes around 10 orders per month, with volumes expected to increase as operations continue to expand. As such, the role requires a hands-on operator who is comfortable managing day-to-day order management activities.

The role will involve regular coordination with freight forwarders and customs brokers as part of the end-to-end order management process. However, extensive prior experience in freight forwarding, customs clearance, or logistics is not a strict requirement, as these activities will be supported by external service providers. The key requirement is strong operational and process management capability, coupled with the ability to effectively coordinate with relevant stakeholders.

The successful candidate will initially support the Representative Office before transitioning into the newly incorporated Philippine entity.

Duties and Responsibilities:

Role Overview

The Order Management Executive is responsible for managing the complete order fulfilment process from receipt of customer purchase orders through procurement, shipment coordination, delivery, and billing support.

The role requires a highly organised and proactive individual who can independently manage multiple orders, coordinate with internal and external stakeholders, and ensure timely and accurate delivery of our products and related services.

The successful candidate will play a key role in supporting daily operations and building efficient processes to support business growth.

This is a new role supporting the establishment of the company's new Philippine entity.

The role offers the opportunity to be part of the company's pioneer team, helping establish and improve local operational processes as the Philippine office transitions from a representative office to a full corporate entity.

Key Responsibilities

Customer Order Management

• Receive, review, verify, and process customer purchase orders accurately and in a timely manner.
• Enter customer orders into ERP system and ensure all relevant information is complete.
• Coordinate closely with Sales to clarify order requirements and resolve discrepancies.
• Provide Sales with order acknowledgement, delivery updates, and status communication.
• Monitor order progress from order confirmation to final delivery and billing.
• Generate Order Confirmations and coordinate with Sales or directly with customers to validate order details before order execution.
• Process customer purchase orders within the company's internal turnaround target of one working day.

Procurement & Supplier Coordination

• Prepare and issue purchase orders to overseas intercompany factories, regional suppliers, and local third-party suppliers.
• Follow up with suppliers on order confirmation, production status, availability, shipment schedules.
• Coordinate with overseas factories and suppliers to ensure timely fulfilment of customer requirements.
• Escalate supply chain risks, delays, and delivery issues proactively.
• Maintain supplier master records in SAP Business One together with the Finance team.
• Coordinate primarily with intercompany manufacturing facilities across Singapore, China, Germany, Brazil, Thailand, and other regional operations.

Logistics & Import Coordination

• Arrange and coordinate logistics activities including freight forwarding, customs clearance, local delivery, customer site delivery arrangements.

• Prepare and maintain shipping and import documentation, including commercial invoices, packing lists, delivery documents, import-related documents.
• Coordinate with freight forwarders, customs brokers, and logistics providers to ensure smooth shipment execution.
• Track shipments and provide accurate delivery updates to customers and internal teams.

Order Fulfilment & Billing Support

• Work closely with Finance to ensure proper documentation for invoicing, accounts receivable, payment follow-up.
• Ensure completed deliveries are properly documented and closed in the ERP system.

Documentation & Process Improvement

• Maintain accurate and complete records of customer orders, purchase orders, delivery schedules, shipping documents, supplier communications.
• Ensure compliance with company procedures and documentation requirements.
• Support continuous improvement initiatives to improve order processing efficiency and customer satisfaction.
• Prepare regular reports on outstanding customer orders and operational updates for management review.

Performance Expectations

• Process customer sales orders and supplier purchase orders within the company's target turnaround time of one working day.
• Prepare weekly reports on outstanding customer orders and operational status.
• Maintain a high level of accuracy in order processing and documentation.

Requirements

Education & Experience

• Diploma or Bachelor's Degree in Business Administration, Supply Chain Management, Commerce, Economics, or related discipline.
• 2–5 years of relevant experience in customer service, order management, sales administration, purchasing, logistics coordination, supply chain operations.
• Experience in industrial equipment, machinery, engineering products, pumps, valves, automation, or manufacturing environment is an advantage.

Technical Skills

• Experience with ERP systems; SAP Business One or similar ERP experience preferred.
• Proficient in Microsoft Office applications, especially Excel, Word, PowerPoint.
• Comfortable with handling commercial documents and data accuracy requirements.
• Understanding of import/export processes and logistics documentation is an advantage.

Personal Attributes

• Strong organizational skills with high attention to detail.
• Proactive, responsible, and able to follow through on commitments.
• Able to work independently in a small-company environment with minimal supervision.
• Strong problem-solving skills and ability to manage multiple priorities.
• Customer-focused with good coordination and communication skills.
• Willing to take ownership and perform hands-on operational tasks.
• Adaptable and comfortable working in a start-up or growing business environment where processes continue to evolve.
• Open-minded, flexible, and willing to learn new responsibilities as the organization grows.
• Demonstrates a strong sense of ownership and proactively anticipates operational issues.

Language Requirements

• Good command of spoken and written English.
• Filipino/Tagalog required for local communication.

Job type:  Permanent 

Emp type:  Direct hire; Full-time

Schedule:  Monday to Friday, 8am to 5pm

Location:  Alabang, Muntinlupa, Metro Manila

Industry: Manufacturer and worldwide leader in the field of Pumps & Systems

Expertise:  Order management, Supply chain