
Order Management Officer
4 days ago
Key Responsibilities
- Order Processing (PR → PQ → PO)
· Convert approved Sales Orders into Purchase Requests (PRs) in SAP/ERP.
· Prepare Purchase Quotations (PQs) for in-house brands/inbox items.
· Coordinate with the Sourcing Specialist for PQs requiring vendor-sourced items.
· Maintain accuracy of purchase details (pricing, vendor codes, terms, delivery dates) in SAP/ERP.
- Monitoring & Tracking
· Monitor approved PQs into Purchase Orders (POs) and ensure proper approvals are secured.
· Monitor all Purchase Orders (POs) created and track their fulfillment status.
· Follow up with vendors, warehouse, and logistics teams to ensure timely delivery.
· Flag delays, discrepancies, or urgent requirements and escalate to Procurement Manager.
· Maintain a monitoring file/database for all PR–PQ–PO transactions.
- Coordination & Communication
· Liaise with Sales Department to clarify purchase requirements and resolve order issues.
· Coordinate with Sourcing Specialist to ensure proper vendor recommendations before PQ preparation.
· Communicate with Warehouse and Logistics for delivery timelines and stock availability.
· Coordinate with Finance for invoice processing, payment schedules, and reconciliation of vendor accounts.
- Reporting & Documentation
· Generate weekly and monthly reports on PRs, PQs, POs, and fulfillment rates to the Procurement Manager covering vendor performance.
· Ensure that SAP/ERP and monitoring files are always accurate and updated.
· Organize and maintain procurement documentation for audit, compliance, and future reference.
- Compliance & Continuous Improvement
· Ensure all procurement activities comply with company purchasing policies and approval workflows.
· Support Continuous Improvement Programs (CIP) to streamline ordering processes.
· Recommend process improvements to enhance efficiency in the PR–PQ–PO cycle
Qualifications
· Bachelor's degree in Business Administration, Supply Chain Management, or related field.
· 1–3 years of experience in procurement, purchasing, or order processing.
· Familiarity with ERP/SAP systems and strong Excel/monitoring file skills.
· Strong attention to detail and accuracy in data entry and document management.
· Good coordination, follow-up, and communication skills.
· Ability to work under pressure and handle multiple orders simultaneously.
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