JOB DESCRIPTION

Order Fulfilment Coordinator

Job Purpose

The Order Fulfilment Coordinator will be responsible for managing customer orders end-to-end, from receipt of the confirmed order until successful delivery to the customer.

The person will act as the central coordination point between Sales, Customer/Dealer, Stores, Purchase, Production, Assembly, QC, Packaging and Logistics, ensuring that every order is properly planned, executed and delivered within the committed timeline.

Order Flow:
Order Receipt Planning Stock/Material Check Production/Assembly QC Packing Dispatch Delivery Order Closure

Key Responsibilities

1. End-to-End Order Management

- Take ownership of every confirmed order from receipt to customer delivery.
- Verify order details, product configuration, quantity, delivery requirements and customer information.
- Ensure all required information is available before execution.
- Maintain accurate order status in CRM/ERP.
- Ensure every order has a clear next action, responsible department and expected completion date.

2. Order Planning & Prioritization

- Prepare daily and short-term order execution plans based on customer requirements and committed delivery dates.
- Prioritize orders considering urgency, existing pending orders, stock availability, production capacity and customer commitments.
- Maintain visibility of upcoming 37 day requirements.
- Identify and escalate potential delays before they affect customer commitments.

3. Stock, Production & Assembly Coordination

- Check finished-goods and material availability for upcoming orders.
- Coordinate with Stores/Purchase regarding shortages and critical materials.
- Coordinate with Production and Assembly on daily requirements and priorities.
- Track production and assembly progress against required completion dates.
- Ensure products required for upcoming dispatches are completed on time.

4. QC, Packing & Dispatch





- Coordinate with QC for timely inspection and clearance.
- Coordinate with Packaging and Stores to ensure dispatch readiness.
- Prepare the daily dispatch plan.
- Coordinate transporter/logistics arrangements and dispatch documentation.
- Update dispatch and tracking details in CRM/ERP.

5. Customer & Dealer Coordination

- Coordinate with customers/dealers regarding delivery requirements, addresses, contact details and pending information.
- Communicate order and dispatch status where required.
- Proactively inform customers about approved changes or delays.
- Share transporter/tracking details after dispatch.
- Follow up with logistics/customer until delivery is completed.

6. Order Closure

- Track dispatched orders until material is received by the customer.
- Confirm delivery and update the order status.
- Ensure no order is considered complete merely because it has been dispatched.
- Maintain records of delayed, pending and completed orders.

Daily Working

The Coordinator will:

- Review all open and priority orders.
- Check today's and upcoming dispatch requirements.
- Coordinate daily requirements with Production, Assembly, Stores, QC and Packaging.
- Monitor order progress throughout the day.
- Follow up on pending activities and bottlenecks.
- Coordinate customer and logistics communication.
- Update CRM/ERP.
- Prepare the next day's priorities and highlight delayed/at-risk orders.Role & responsibilities

Preferred candidate profile

Must Have:

- Excellent communication and follow-up skills
- Strong organizational and planning ability
- Positive spoken and written English
- Proficiency in MS Excel
- Experience with CRM/ERP systems
- Ability to manage multiple orders and deadlines
- Strong ownership and problem-solving mindset

Preferred:

- Experience in manufacturing, medical equipment or B2B distribution
- Experience with Zoho CRM/Zoho Inventory
- Experience in order processing, production coordination or logistics

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