Operations & Order Management Coordinator (Onsite)

We are seeking a highly organized and dependable Operations & Order Management Coordinator to help manage the day-to-day operational flow of the business. This role is critical in ensuring smooth operations and allowing company leadership to focus on sales, marketing, growth, and strategic initiatives. The ideal candidate is proactive, detail-oriented, responsive, and comfortable working independently in a fast-paced environment. If you enjoy working with systems, processes, logistics, and operational problem-solving, this may be the perfect opportunity for you. Position Summary The Operations & Order Management Coordinator will serve as the operational backbone of the company, ensuring customer orders, purchasing activities, freight shipments, vendor communications, and administrative processes are handled accurately and efficiently. This is not a customer service or virtual assistant role. We are looking for someone who thrives in operations, organization, systems management, and continuous process improvement. Key Responsibilities Order Management & Customer Support Process and enter customer orders into Odoo ERP Verify pricing, shipping instructions, and order details Send order acknowledgements and customer updates Monitor open orders and proactively follow up on delays Assist customers with order status, tracking, and routine inquiries Maintain accurate customer records and documentation Purchasing & Vendor Coordination Create and manage purchase orders Follow up with vendors regarding lead times and delivery schedules Monitor inventory levels and identify potential stock shortages Maintain vendor information and pricing records Support inventory management and operational organization Freight & Logistics Coordinate LTL and parcel shipments Schedule freight pickups and manage shipping documentation Communicate with freight carriers regarding shipments and delivery issues Assist in resolving freight-related concerns and discrepancies Administrative & Operational Support Enter vendor bills and operational data into Odoo ERP Track invoices, shipping documents, and related records Assist with accounts receivable follow-up when needed Maintain organized digital files and documentation Support reporting and KPI tracking Assist with distributor onboarding and vendor portal management Required Qualifications Excellent written and verbal English communication skills Strong organizational and time-management abilities Ability to manage multiple priorities simultaneously Exceptional attention to detail and accuracy Comfortable learning new software and systems quickly Experience working independently in a remote environment Strong problem-solving and critical-thinking skills Preferred Qualifications Experience in manufacturing, distribution, wholesale, or logistics industries ERP experience, preferably with Odoo Purchasing and inventory management experience Freight and shipping coordination experience Experience using vendor portals, customer portals, or EDI systems (e.g., SPS Commerce) Intermediate proficiency in Microsoft Excel or Google Sheets Ideal Candidate Traits The ideal candidate is: Highly organized and structured Responsive and proactive Detail-oriented and accurate Calm and professional under pressure Resourceful and solutions-focused Comfortable taking ownership of responsibilities Able to work with minimal supervision Interested in improving processes and creating operational efficiencies Why join with us? A dynamic work culture that values innovation, ownership, and people-first practices Supportive leadership and strong career growth potential Competitive Compensation package with Salary Appraisals Saturday-Sunday Off Equipped with the latest technologies Offers Full-time employment and Career Growth Easily accessible from almost any part of the Metro Cebu area One-day Application Process only Service Incentive Leaves Upon Regularization Attendance Productivity Incentives Additional Hazard Pay within Qualifying Hours Stable Job with Salary Appraisals Holiday and Night Differential Premium Pay Rates Job Promotion is highly possible... if YOU have the drive. HMO/Health Insurance Work-Life Balance Free Pre-hiring Medical Laboratories Free Coffee