Data Entry & Order Processing Coordinator

Job Overview

The Data Entry & Order Processing Coordinator plays a pivotal role in managing customer purchase orders by accurately entering them into the ERP system, coordinating with the warehouse for timely fulfillment, handling invoicing, and managing return transactions including credit notes. This role demands meticulous attention to detail and effective communication between customers, the warehouse, and finance teams.

Key Responsibilities

• Receive, review, and validate customer Purchase Orders verifying details such as pricing, product codes, quantities, and delivery requirements.
• Precisely enter customer orders into the ERP or order management system within established deadlines ensuring completeness and accuracy of data.
• Issue picking and delivery instructions to warehouse staff and liaise closely to confirm timely order processing and resolution of any inventory discrepancies.
• Monitor order progress and prioritize urgent orders to maintain service levels.
• Generate and dispatch customer invoices aligned with purchase orders, delivery documents, and approved pricing, addressing any related queries with the finance department.
• Handle customer returns by coordinating with warehouse and logistics, verifying returned goods documentation, and processing credit notes following company policies.
• Maintain detailed records of all orders, returns, invoices, and credit notes, update customer and product data as required, and compile routine status reports ensuring adherence to company policies and documentation standards.

Qualifications and Experience

• Educational background from high school diploma up to Bachelor's degree in Business Administration, Supply Chain Management, Logistics, or related disciplines.
• Between 1 and 3 years of professional experience in data entry, order processing, customer service, or supply chain operations.
• Working knowledge of ERP platforms such as SAP, Oracle, Microsoft Dynamics, NetSuite, or equivalents.
• Proficiency in Microsoft Excel along with other Microsoft Office tools.

Skills & Competencies

• Exceptional attention to detail and accuracy in data entry tasks.
• Comprehensive understanding of the end-to-end order-to-cash process.
• Strong organizational abilities and effective time management.
• Capacity to prioritize workload and consistently meet deadlines.
• Excellent communication skills facilitating coordination with various teams.
• Analytical problem-solving aptitude with a customer-oriented approach.
• Ability to work autonomously and collaboratively within a team environment.