Specialist 2, Order Execution
Quezon City, National Capital Region, Philippines
2d ago

Responsibilities : Order Management

Order Management

  • Generates Shipment List
  • Notifies Customer of Promise Delivery Date
  • Coordinates with Factory personnel / reps, Inside Sales and Customer Support Teams to monitor the status of RFQs, orders, buyouts, shipment Holds, Shipment Status, and Inspections
  • Provides Shipment Confirmation to Customers
  • Generates, Uploads and Forwards Invoices (Business Systems / Customers)
  • Identify items for receipting, ensures that they are the correct items and quantity.
  • Identifies and notifies Order Management / Logistics of any updates / issues with the receipted items.
  • Facilitates emergency / kick-off meetings with other functional groups (including Operations and Team Meetings)
  • Order Screening

  • Checks for Completeness of Commercial Requirements
  • Provides product lead time based on system data (standard product lead time)
  • Coordinates with the supplier / factory / other support group to obtain / identify specific lead time of a product not readily available on the system (may be a custom item with no standard lead time).
  • Validates and calculates pricing using system tools
  • Check and extracts customer-specific information from business systems
  • Assesses customer commercial request / requirement and apply it on the proposal if possible (Terms and condition, Delivery method etc.)
  • Escalates commercial inquiries to factory / Escalates pricing issues to appropriate support group
  • Escalates model configuration issues to product configuration solutions team
  • Escalates requests to Tool Administrator for systems-related concerns
  • Submits Request for Model Setups
  • Analyses, qualifies, and completes Change Order Requests
  • Check and extracts customer-specific information from business systems
  • Order Entry

  • Enters Data / Order / Items into Business System
  • Updates order / quote records / data / status in Business
  • System

  • Generates, sends Customer Order Acknowledgement
  • Coordinates with other teams / support to complete the request of customers
  • Responds to Level 1 general inquiries and requests received from mailbox and identify need for escalations
  • Records Administration

  • Monitors incoming emails in common mailboxes.
  • Acknowledges receipt of customer emails / POs / RFQs
  • Submits Request for Address Book set-up
  • Verifies New Customer accounts and works with Customer Vendor Data Hub team for creation of accounts in the business systems.
  • Saves / Uploads / Archives Communication Records
  • Generates Transaction Records
  • Generates Order / Backlog Report
  • Invoice Dispute Resolution

  • Identifies, reviews and resolves invoicing disputes
  • Communicates with the Collections, Cash Apps, Tax Department, Financial Services Team and discuss options on resolving the invoice disputes and Credit Approval.
  • Returns Administration

  • Gathers information preliminary information on warranty claim and goodwill request.
  • Requests for Credit notes for product returns; incorrect billing / charges; data-entry errors
  • Continuous Improvement and Innovation

  • Participates in projects related to quality improvement (such as Think Customer, QMS, Perfect Execution, etc.)
  • Participates in the execution of Functional Unit Strategic Initiatives / Programs to support the objectives of the management.
  • Requirements

  • Education : Graduate of any 4-year course
  • Job Related Experience : At least 2.5 years in order management or similar support / functions
  • Specific Knowledge :

  • General understanding of the quote to cash process
  • Intermediate MS Office Application
  • Knowledge on Business systems and tools like Oracle, CRM, FileNet is an advantage
  • Familiarity with Emerson Automation Solutions products / services
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