Order Management & Fulfillment Coordinator

About United Olive Oil Import Corp.

United Olive Oil Import Corp. stands as a prominent importer and distributor of high-quality Mediterranean food products throughout North America. Our extensive portfolio boasts internationally renowned brands available across major retail outlets, distributors, foodservice channels, and e-commerce platforms.

Position Overview

We are seeking a seasoned Order Management & Fulfillment Coordinator to become an integral part of our Operations team. This role encompasses overseeing the entire order fulfillment cycle, from initial receipt to final delivery, guaranteeing orders are executed precisely and promptly.

The coordinator will collaborate extensively with customers, sales teams, third-party logistics partners, transport providers, and various internal departments to ensure orders are handled efficiently and records maintained accurately. Prior experience in B2B order management and comprehensive knowledge of order fulfillment processes—including handling purchase orders, inventory management, shipping documents, transportation, invoicing, and ERP usage—is essential.

Core Duties

• Manage and process customer purchase orders from receipt through shipment and invoicing.
• Ensure accuracy by reviewing orders for pricing, inventory status, shipping needs, and specific customer instructions.
• Liaise daily with third-party logistics, warehouses, carriers, and transportation providers.
• Organize shipment scheduling and compile necessary shipping documentation such as Bills of Lading.
• Monitor stock levels, allocate products effectively, handle backorders, and make order adjustments when required.
• Track shipments and communicate proactively regarding order status, delays, and deliveries.
• Resolve issues related to shipping discrepancies, product shortages, damages, backorders, and other order concerns.
• Create invoices and maintain precise customer and order data within the ERP system.
• Keep detailed records concerning customer orders, shipments, and deliveries.
• Work collaboratively with Sales, Operations, Logistics, Warehousing, and Accounting teams to ensure seamless order fulfillment.
• Produce operational reports and analyze data related to orders, inventory, and shipments utilizing Microsoft Excel.
• Identify and recommend improvements to enhance order fulfillment accuracy and operational efficiency.

Required Qualifications

• At least three years of experience in order management, fulfillment, customer operations, supply chain, logistics, or comparable fields.
• Proven background in handling B2B customer orders.
• Competence in coordinating with third-party logistics providers, warehouses, carriers, and transportation entities.
• Familiarity with purchase orders, Bills of Lading, shipping documentation, order fulfillment workflows, invoicing, and inventory management.
• Strong proficiency with Microsoft Excel, including advanced functions like Pivot Tables, XLOOKUP/VLOOKUP, formulas, filtering, and data analysis.
• Experience operating ERP systems, with a preference for NetSuite knowledge.
• Excellent organizational, communication, and problem-solving abilities.
• High attention to detail and commitment to accuracy.
• Capacity to juggle multiple priorities and meet deadlines within a dynamic workplace.

Preferred Qualifications

• Background in high-volume B2B order fulfillment settings.
• Experience in industries such as distribution, wholesale, manufacturing, import/export, consumer goods, apparel, footwear, industrial products, or retail distribution.
• Knowledge of EDI transactions and adherence to customer compliance standards.
• Exposure to working with large retailers, distributors, or e-commerce clientele.
• Motivation for continuous improvement and the skill to identify process enhancements.

Position Details

• This is a full-time position based onsite in the Financial District, New York City, with a Monday to Friday work schedule.
• The salary range for this role is $60,000 to $90,000 annually, dependent on experience.