Order Management Officer

About the job Order Management OfficerBecause precision, coordination, and efficiency keep everything moving — and were looking for someone who makes it happen.

Hi! Were Smartsourcing. Were on the lookout for a full-time, onsite Order Management Officer who thrives on accuracy, organization, and seamless coordination. In this role, youll process fresh and frozen wholesale orders by accurately encoding transactions in SAP, validating stock availability, arranging transport bookings, and coordinating closely with production to ensure timely and correct order fulfillment. If you take pride in keeping operations smooth and details spot-on, this role was made for you.

Where? JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 Cebu

About The Role

The Order Management Officer ensures that customer orders received via email or order systems are accurately processed, monitored, and completed, including conducting follow-ups and basic investigations when issues arise. This is a transactional, process-driven operations support role that requires attention to detail, accuracy in data entry, and coordination across internal teams to maintain smooth order execution.

Key Responsibilities

Order Management & Processing Accuracy 

• Receive and review fresh and frozen wholesale orders via email and order systems
• Accurately encode orders into SAP
• Verify order details (pricing, quantity, stock availability)
• Make necessary order adjustments when required
  
  

SAP Transaction & Data Integrity Management

• Input and maintain accurate order and stock data in SAP
• Track stock availability and update records
• Ensure proper documentation of adjustments and modifications
  
  

Transport & Booking Coordination

• Arrange transport bookings for processed orders
• Coordinate dispatch schedules with logistics providers
• Ensure timely movement of goods aligned with customer requirements
  
  

Cross-Functional Liaison & Issue Resolution

• Liaise with production team regarding order availability and timelines
• Conduct follow-ups on order issues or discrepancies
• Investigate claims or operational concerns
• Escalate critical issues appropriately
  
  

Customer Communication & Service Support 

• Provide accurate updates to customers regarding order status and stock
• Communicate adjustments, delays, or issues proactively
• Respond to customer inquiries professionally and promptly
  
  

Process Compliance & Operational Efficiency 

• Follow defined order processing and booking procedures
• Maintain documentation for audit and tracking purposes
• Apply basic Excel and math skills for reconciliation and order verification
• Adapt flexibly to changing operational priorities
  
  

Artificial Intelligence (AI) Readiness and Digital Enablement  

• Maintain baseline AI literacy relevant to their role, including the ability to understand, use, and evaluate AI-supported tools for work efficiency and decision-making.
• Use approved AI tools and digital systems in compliance with company policies, data privacy requirements, information security standards, and client confidentiality obligations.
• Apply sound judgment in AI use by validating outputs, avoiding overreliance, and ensuring accuracy, fairness, and professional accountability for all work delivered.
• Participate in required AI readiness trainings, upskilling programs, and continuous improvement initiatives as part of Smartsourcings innovation and learning culture.
• Proactively identify opportunities for process improvement through automation, digitization, and responsible AI integration within their scope of work.
  
  

About You

• 1–3 years of experience in order processing, order administration, or customer operations support
• Experience encoding transactions in SAP or similar ERP systems
• Experience handling wholesale, fresh, or frozen goods orders
• Experience in stock tracking, order validation, and inventory coordination
• Experience arranging transport bookings or coordinating with logistics providers
• Experience handling claims, investigations, and operational follow-ups
  
  

Education

• Bachelors degree in Business Administration, Supply Chain Management, Operations Management, Accounting, or related field
  
  

Tools & Platforms

• SAP (order processing/data entry), Microsoft Excel (basic formulas and tracking), Email platforms (e.g., Outlook), Order management or internal tracking system
  
  

Benefits

Step Into The Smartsourcing Experience

Smartsourcing was created with one mission: to change lives. Were here to ensure that businesses flourish and, just as importantly, that every member of the crew is inspired, supported, and set up to thrive. For the fifth year running, weve been recognized as one of HR Asias Best Companies to Work For. This award isnt just a title--its a testament to our commitment to making Smartsourcing an incredible place to build a career.

Why Youll Love Working Here

About

At Smartsourcing, we believe the best work comes from people who feel seen, heard, and valued. Thats why were all about fostering an environment where you can be your true self. We take pride in being certified as a Great Place to Work, because we know that when you love where you work, extraordinary things happen. Heres just a glimpse of what we offer:

• Weekends are yours (we respect your time off)
• 5-day Christmas Leave (unwrap real time off)
• Healthcare from Day 1 for you and your family (because healthcare matters)
• Free lunch and barista-crafted coffee daily (we take our caffeine seriously)
• Night shift differential for evening schedules
• Subsidized gym membership and sports wellness clubs including hiking and free-diving
• Smartsourcing Exclusives (deals made just for you)
• Themed BFFs, monthly knockoffs, summer parties
• Community give-back programs and personal development workshops
• And so much more!
  
  

Were not just another outsourcing company. Were building something that actually matters here a place where good work meets good culture.

Lets build great customer support together -- apply at Smartsourcing today.

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