Position OverviewThe Order Management Associate – Insole Products is responsible for end- to- end coordination of customer orders, ensuring accuracy, timeliness, and compliance with customer requirements. This position requires proactive communication with suppliers, customers, and cross- functional teams to achieve seamless order fulfillment. In addition, the role involves supporting Accounts Receivable (AR) and Accounts Payable (AP) processes by monitoring outstanding payments, reconciling accounts, and ensuring timely settlement in coordination with customers and the Finance team.
Order Receipt & Processing
· Verify order acknowledgments and maintain accurate order documentation for audit and financial purposes.
· Review customer purchase orders for accuracy in product details, pricing, quantity, and delivery requirements.
· Enter and validate orders in ERP/SAP system, ensuring timely release of purchase orders to suppliers.
Supplier Coordination & Production Tracking
· Issue purchase orders to suppliers and secure timely confirmation of acceptance and ETC (Estimated Time of Completion).
· Coordinate with the Manufacturing Support team to track production progress at factories.
· Proactively escalate risks of delay to management and drive recovery action plans with suppliers.
Customer Communication & Service
· Handle customer inquiries and complaints promptly and professionally, ensuring high levels of satisfaction.
· Act as the primary contact for customers on order status, delivery schedules, and issue resolution.
· Provide regular updates on shipment schedules and notify customers of changes or risks.
Shipment & Delivery Management
· Ensure accurate preparation and release of shipping documents (invoice, packing list, BL, CO, etc.) in collaboration with suppliers.
· Track deliveries and resolve shipment delays, incomplete documents, or transit issues.
· Coordinate with Logistics (outsources for shipment bookings, export documentation, and customs clearance.
Accounts Receivable (AR) Management
· Monitor customer payment terms and outstanding invoices in coordination with the Finance team.
· Support reconciliation of customer account balances to ensure accuracy and transparency.
· Escalate persistent overdue accounts to Finance and management for further action.
· Send reminders and follow up with customers on due and overdue payments.
· Coordinate with customers to resolve disputes related to invoices, debit notes, or credit notes.
Accounts Payable (AP) Coordination
· Verify discrepancies between supplier invoices, POs, and received goods before processing payments.
· Track supplier invoices and ensure timely submission of supporting documents (POs, GRNs, shipping documents).
· Support supplier account reconciliations and resolve invoice/payment disputes in a timely manner.
· Coordinate with the Finance team to ensure timely payment to suppliers as agreed terms.
Data Management & Reporting
· Support management in KPI tracking (e.g., on- time delivery, DSO – Days Sales Outstanding, supplier on- time payment).
· Maintain accurate and updated order, shipment, and payment records in ERP/SAP.
· Prepare weekly/monthly reports on order status, AR/AP aging, and supplier/customer performance.
Cross- Functional Collaboration
· Liaise with Manufacturing Support, Logistics, and QA teams to ensure smooth order execution and timely deliveries.
· Work closely with Sales and Account Managers to align on customer orders, shipment priorities, and payment collection.
· Partner with Finance to ensure accurate invoice, payment tracking, and AR/AP reconciliation.
