Order Processing Specialist

Job Title – Order Processing Specialist

Location: Dubai, UAE

About the Role

We are seeking a detail-oriented and organized Order Processing Specialist to manage end-to-end order processing, order fulfilment coordination, and customer order administration within the fragrance and luxury goods industry.

The role will involve processing customer orders accurately, coordinating with sales, logistics, warehouse, and finance teams, monitoring order status, and ensuring timely delivery to customers and distribution partners. The ideal candidate will have experience in order management, sales administration, or supply chain coordination, with strong organizational skills and the ability to manage multiple orders in a fast-paced, international business environment.

Key Responsibilities

Order Processing & Management

• Receive, review, validate, and process customer purchase orders accurately and within established timelines.
• Verify product codes, descriptions, quantities, pricing, discounts, delivery terms, and customer details before order entry.
• Enter and maintain sales orders in the ERP system, ensuring accurate and complete information.
• Review orders against agreed commercial terms, customer agreements, and applicable internal procedures.
• Monitor order progress from initial receipt through confirmation, fulfilment, dispatch, and delivery.
• Identify order discrepancies, pricing issues, stock shortages, and incomplete documentation, and coordinate timely resolution.
• Maintain accurate order records and ensure all transactions are processed in accordance with company procedures.

Sales & Customer Coordination

• Coordinate closely with sales teams to confirm order details, product availability, pricing, and delivery requirements.
• Communicate order confirmations, shipment updates, delivery timelines, and potential delays to relevant stakeholders.
• Respond to customer and distributor enquiries regarding order status, availability, and fulfilment.
• Support sales representatives with order amendments, cancellations, returns, and other customer requests.
• Maintain professional communication with customers, distributors, and internal teams.
• Ensure customer requirements are clearly communicated and addressed throughout the order lifecycle.

Inventory & Supply Chain Coordination

• Coordinate with warehouse and inventory teams to confirm product availability and stock allocation.
• Monitor backorders, pending orders, stock shortages, and replenishment requirements.
• Liaise with supply chain and planning teams to prioritize orders based on delivery commitments and business requirements.
• Coordinate with logistics teams to arrange dispatches, shipments, and deliveries.
• Track shipment status and follow up on delays, delivery discrepancies, and fulfilment issues.
• Ensure appropriate coordination between order processing, inventory management, and distribution activities.

Documentation & Invoicing

• Prepare and verify order confirmations, delivery notes, invoices, and other relevant sales documentation.
• Coordinate with Finance to ensure accurate invoicing, payment status verification, and resolution of billing discrepancies.
• Support the preparation of shipping documents and export documentation where required.
• Ensure order documentation complies with internal procedures and applicable commercial requirements.
• Maintain organized records of purchase orders, invoices, dispatch details, and customer communications.
• Assist with credit note requests, returns documentation, and order adjustments in coordination with relevant teams.

ERP & Data Management

• Maintain accurate customer, product, pricing, and order information within ERP and order management systems.
• Monitor order processing data and identify discrepancies requiring corrective action.
• Update order statuses and ensure timely system entries at each stage of the fulfilment process.
• Prepare regular reports covering pending orders, order volumes, backorders, delivery performance, and processing issues.
• Support improvements in order processing workflows, data accuracy, and reporting efficiency.
• Maintain appropriate confidentiality and accuracy when handling customer and commercial information.

Order Fulfilment & Delivery Monitoring

• Track open orders and follow up with relevant departments to ensure timely fulfilment.
• Coordinate with warehouse, logistics, and distribution partners to meet customer delivery commitments.
• Monitor delivery schedules and proactively communicate potential delays.
• Investigate order fulfilment issues, incorrect shipments, damaged products, and delivery discrepancies.
• Support returns, replacements, and other post-delivery requirements.
• Identify recurring operational issues and recommend improvements to order accuracy and turnaround time.

Reporting & Process Improvement

• Prepare daily, weekly, and monthly order management reports as required.
• Monitor order processing accuracy, turnaround times, outstanding orders, and fulfilment performance.
• Maintain records of order amendments, cancellations, delays, and customer complaints.
• Identify opportunities to streamline processes and reduce manual errors.
• Collaborate with Sales, Finance, Warehouse, and Logistics teams to improve operational efficiency.
• Support internal audits and process reviews by maintaining complete and accurate documentation.

Qualifications & Experience

• Bachelor's degree in Business Administration, Supply Chain Management, Logistics, Commerce, or a related discipline.
• 3–5 years of experience in order processing, order management, sales administration, customer operations, or supply chain coordination.
• Experience in fragrance, cosmetics, beauty, FMCG, luxury goods, retail distribution, or a similar consumer-products environment is preferred.
• Hands-on experience with ERP systems such as SAP, Oracle, Microsoft Dynamics, or equivalent platforms.
• Strong understanding of sales order processing, inventory coordination, invoicing, and delivery documentation.
• Experience coordinating with distributors, international customers, warehouses, and logistics partners is an advantage.
• Proficiency in MS Excel and other Microsoft Office applications.
• Strong written and verbal communication skills in English.
• Experience working in a regional or international distribution environment is preferred.

Key Skills & Competencies

• End-to-end order processing
• Order management and fulfilment coordination
• ERP and order management systems
• Sales and customer service coordination
• Inventory and logistics coordination
• Invoice and shipping documentation
• Data accuracy and record management
• MS Excel and reporting
• Problem-solving and discrepancy resolution
• Strong attention to detail
• Time management and prioritization
• Cross-functional coordination
• Customer-focused approach
• Ability to manage multiple orders and deadlines
• Strong organizational and communication skills

What We Offer

• Competitive salary, depending on experience and expertise
• Opportunity to work within an international fragrance and luxury goods environment
• Exposure to international distribution, order management, and supply chain operations
• Collaborative and professional working environment
• Opportunities for professional development and career progression

Apply now!