Operations & Order Management Coordinator

Job Overview

We are seeking a highly organized and dependable Operations & Order Management Coordinator to support daily business operations, order processing, purchasing activities, logistics coordination and administrative functions. This role serves as a critical operational partner, ensuring that customer orders, inventory movements, vendor communications and internal processes run efficiently. The ideal candidate is proactive, detail-oriented and enjoys working with systems, processes and operational problem-solving.

Responsibilities

Order Management & Customer Support

• Process and enter customer orders accurately within the ERP system
• Verify pricing, shipping instructions, product availability and order details
• Send order confirmations, acknowledgements and customer updates
• Monitor open orders and proactively follow up on delayed shipments or outstanding requirements
• Assist customers with order status requests, tracking information and routine inquiries
• Maintain accurate customer records and documentation

Purchasing & Vendor Coordination

• Create and manage purchase orders for products and operational requirements
• Coordinate with vendors regarding lead times, deliveries and order fulfillment
• Monitor inventory levels and identify potential stock shortages
• Maintain vendor databases, pricing records and procurement documentation
• Support inventory planning and operational organization initiatives

Freight & Logistics Coordination

• Coordinate parcel and freight shipments with transportation providers
• Schedule pickups and deliveries while ensuring proper documentation
• Communicate with carriers regarding shipment status and delivery concerns
• Assist with resolving freight issues, delays and shipment discrepancies
• Maintain shipment records and tracking information

Administrative & Operational Support

• Enter operational data, vendor bills and records into company systems
• Track invoices, shipping documents and related operational paperwork
• Assist with accounts receivable follow-up when necessary
• Maintain organized digital files and operational documentation
• Support KPI reporting, operational tracking and process improvement initiatives
• Assist with onboarding distributors, vendors and managing portal access

Job Qualifications and Skill Set

Required Qualifications

• Excellent written and verbal English communication skills
• Strong organizational and time-management abilities
• Ability to manage multiple priorities and deadlines simultaneously
• Exceptional attention to detail and accuracy
• Strong problem-solving and critical-thinking skills
• Comfortable learning and utilizing new software and systems
• Ability to work independently with minimal supervision
• Proficiency with Microsoft Office, Google Workspace or similar productivity tools

Preferred Qualifications

• Experience in manufacturing, distribution, wholesale, logistics or supply chain environments
• Experience using ERP systems (Odoo experience is an advantage)
• Background in purchasing, inventory management or procurement
• Experience coordinating freight and shipping operations
• Familiarity with vendor portals, customer portals or EDI systems
• Intermediate Excel or Google Sheets skills, including reporting and data management

Ideal Candidate Traits

• Highly organized and process-oriented
• Responsive and proactive in communication
• Detail-oriented and quality-focused
• Calm and composed under pressure
• Resourceful and solutions-driven
• Comfortable taking ownership of responsibilities
• Interested in process improvement and operational efficiency
• Reliable, dependable and self-motivated