Key Responsibilities

1. Order Entry & Processing

• Receive and accurately enter customer orders, product codes, quantities, prices, and customer details into the company ERP/system.
• Verify order information, pricing, discounts, and delivery details before processing.
• Coordinate with the sales team to clarify any discrepancies or incomplete order information.
• Maintain accurate and updated order records.

2. Inventory Monitoring

• Check product availability and stock levels before confirming customer orders.
• Coordinate with the warehouse team regarding stock availability and order fulfillment.
• Flag low-stock or out-of-stock items to the concerned team.
• Provide customers/sales teams with updates regarding product availability and expected timelines.

3. Payment Processing & Follow-Up

• Verify payment status against customer orders and invoices.
• Prepare and maintain accurate billing and invoice records.
• Follow up with customers for pending, overdue, or outstanding payments through calls, emails, and messages.
• Maintain a regular payment follow-up tracker and update payment status.
• Coordinate with the Accounts/Finance team regarding outstanding receivables.
• Send payment reminders and statements of account to customers as required.
• Escalate long-pending or disputed payments to the concerned sales/accounts manager.
• Ensure payments are properly allocated against the relevant invoices/orders.
• Follow up on payment commitments and maintain records of promised payment dates.
• Support daily/weekly reporting of outstanding payments and collections.

4. Shipping & Dispatch Coordination

• Coordinate with warehouse and logistics teams to ensure timely order dispatch.
• Track order dispatches and delivery status.
• Prepare or coordinate shipping documents, invoices, packing lists, and labels.
• Communicate delivery schedules and delays to customers and the relevant internal teams.
• Ensure order documentation is complete before dispatch.

5. Customer Support

• Respond to customer queries regarding order status, product availability, delivery schedules, invoices, and payment status.
• Provide timely updates regarding pending orders, dispatches, and deliveries.
• Handle basic customer complaints and coordinate with the relevant department for resolution.
• Maintain professional and positive communication with customers.

6. Coordination & Reporting

• Coordinate closely with Sales, Accounts, Warehouse, Logistics, and Customer Service teams.
• Maintain accurate records of orders, invoices, payments, dispatches, and pending receivables.
• Prepare daily/weekly reports on order processing, pending orders, dispatches, and payment follow-ups.
• Identify order or payment-related issues and escalate them promptly.
• Ensure all records and transactions are updated accurately in the ERP/company database.