The Order Fulfillment Specialist manages the entire order fulfillment process, ensuring accurate and timely delivery of customer orders. This role involves coordinating with vendors, internal teams, and customers to ensure smooth execution of all orders, from purchase order creation to invoicing and stock management.
Key Responsibilities:
Releasing Purchase Orders (PO) to Vendors:
- Generate and release accurate purchase orders (PO) to vendors based on inventory requirements and customer orders.
- Follow up with vendors to confirm order receipt and ensure timely processing and delivery.
Loading Bills:
- Input and process billing details into the system to ensure accurate record keeping for customer orders.
- Reconcile billing information with purchase orders and shipment receipts to ensure accuracy before processing.
Vendor Follow-Up:
- Regularly follow up with vendors to ensure on-time delivery and manage any delays or issues.
- Communicate clearly with vendors regarding order status, and track any discrepancies or changes in delivery timelines.
Customer Updates:
- Provide timely and clear updates to customers on the status of their orders, including shipping and delivery information.
- Address customer inquiries, resolve issues, and proactively manage any potential order delays or concerns.
Cross-Functional Department Coordination:
- Collaborate with sales, logistics, and inventory teams to ensure that all customer orders are processed efficiently and on time.
- Serve as a point of contact between departments to resolve issues, align on priorities, and ensure customer satisfaction.
Invoicing Customers as per Customer PO:
- Create and send invoices based on customer purchase orders, ensuring that all pricing and quantities are accurate.
- Resolve any discrepancies in invoicing by coordinating with the finance and sales teams to ensure proper billing and payment collection.
Creation of Non-Returnable Delivery Challans (DC):
- Generate and issue non-returnable delivery challans (DC) for shipments dispatched to customers, ensuring correct details on the document.
- Maintain accurate records of all delivery challans for tracking, auditing, and compliance purposes.
Maintain Customer Stock Sheet:
- Update and maintain customer stock sheets, monitoring inventory levels and tracking product movements.
- Provide customers with up-to-date stock information and assist with inventory planning and replenishment as needed.
Requirements
- Proven experience in order fulfillment, logistics, or supply chain management.
- Excellent written and verbal communication skills to interact with vendors, customers, and internal teams.
- High attention to detail, particularly when processing orders, invoices, and inventory records.
- Proficient in Microsoft Office Suite and experienced with Order Management Systems (OMS) or Enterprise Resource Planning (ERP) software, Zoho.
- Bachelor's degree in Business Administration, Supply Chain Management, or related field (preferred).
Benefits
- Health insurance coverage for self, spouse, and kids.
- Long-term benefit plan with employer matching contributions.
- Opportunities for professional development and advancement within the organization.
