Order Desk Administrator

The Order Desk Administrator is responsible for processing customer orders accurately and efficiently, coordinating with production, logistics, and sales teams, marketing teams to ensure timely order fulfillment. The role serves as the primary point of contact for customers regarding order status, product availability, delivery schedules, and related administrative support within a food manufacturing environment.

Key Responsibilities

Order Processing & Administration

• Receive, review, and process customer purchase orders accurately in the ERP system.

• Verify order details including pricing, product codes, quantities, delivery dates, and special customer requirements.

• Generate sales orders, invoices, delivery orders, and other related documentation.

• Maintain accurate customer records and order information.

• Ensure compliance with company policies and food industry regulations.

Customer Service

• Respond promptly to customer inquiries regarding orders, deliveries, product availability, and account information.

• Provide updates on order status and delivery schedules.

• Handle customer complaints, discrepancies, returns, and credit note requests where applicable.

• Build and maintain positive relationships with customers.

Coordination & Planning

• Liaise closely with Production Planning, Purchasing, Logistics, and Sales teams to ensure smooth order fulfillment.

• Coordinate delivery schedules and transportation arrangements.

• Follow up on urgent or priority orders to meet customer expectations.

Documentation & Reporting

• Prepare daily, weekly, and monthly order reports.

• Maintain accurate filing of customer orders, invoices, and supporting documents.

• Track order fulfillment performance and delivery accuracy.

• Assist with sales and operational reporting as required.

Compliance & Continuous Improvement

• Support internal audits and documentation requirements.

• Identify opportunities to improve administrative processes and customer service efficiency.

Requirements

Education

• Diploma, Higher NITEC, or equivalent qualification in Business Administration, Supply Chain, Logistics, or related field.

Experience

• Minimum 1 year of experience in order processing, customer service, sales administration, or related administrative roles.

• Experience in food manufacturing, food distribution, or manufacturing industries is preferred.

Skills & Competencies

• Proficiency in Microsoft Office applications, especially Excel.

• Experience with ERP systems preferred (e.g., SAP).

• Strong attention to detail and accuracy.

• Good organizational and multitasking skills.

• Effective communication and interpersonal abilities.

• Ability to work under pressure in a fast-paced environment.

• Customer-focused mindset with strong problem-solving skills.