Order Management Coordinator

We are seeking a highly organized and proactive Customer Service & Order Management Coordinator to oversee customer orders from Sales handoff through purchase order creation, supplier coordination, approvals, production, shipping, and final delivery. This role focuses primarily on order management and coordination rather than traditional call-center customer service. The ideal candidate will be detail-oriented, comfortable managing multiple priorities, and skilled at collaborating with customers, suppliers, Sales, Operations, and Logistics teams to ensure smooth order fulfillment.

Key Responsibilities

- Receive, review, and process Sales Orders submitted by the Sales team.
- Enter, update, and maintain accurate order information in Syncore / Facilisgroup systems.
- Verify product details, quantities, pricing, shipping information, and required timelines.
- Research and source promotional products based on customer requirements when necessary.
- Create and process Purchase Orders (POs/ePOs) for suppliers, send them out, and confirm receipt and acknowledgment.
- Coordinate with suppliers regarding product availability, pricing, production lead times, decoration/imprint requirements, shipping timelines, and order status.
- Manage artwork, proofs, and obtain necessary approvals before production begins.
- Follow up on outstanding customer, supplier, and internal approvals to avoid delays.
- Track orders through production and shipping stages to ensure deadlines are consistently met.
- Handle rush and time-sensitive orders, identifying potential delays early and escalating significant issues as needed.
- Provide timely order-status updates to customers and Sales representatives.
- Coordinate with Logistics for shipping, tracking, and delivery details.
- Manage order changes, discrepancies, backorders, supplier issues, and other exceptions promptly.
- Make and receive business calls with customers, suppliers, and internal teams to facilitate communication.
- Maintain accurate order notes, documentation, and communication history for all orders.
- Manage multiple active orders simultaneously while maintaining accuracy and responsiveness.

Required Qualifications

- Previous experience in Customer Service, Order Processing, Sales Support, Order Coordination, Purchasing Support, or Operations roles.
- Hands-on experience working with Purchase Orders and supplier/vendor coordination.
- Strong written and verbal English communication skills.
- Comfortable handling incoming and outgoing business calls.
- Exceptional attention to detail and accuracy.
- Excellent organizational skills and ability to follow up proactively.
- Ability to manage multiple orders and deadlines simultaneously.
- Strong coordination and communication skills across multiple teams.
- Good problem-solving skills to address supplier, inventory, production, or delivery issues effectively.
- Willingness and ability to learn new software and order-management systems.

Preferred Qualifications and Benefits

- Experience with Syncore / Facilisgroup is preferred but not mandatory.
- Familiarity with other ERP, CRM, procurement, order-management, or fulfillment systems is a plus.
- Background in industries such as Promotional Products, Branded Merchandise, Printing, Screen Printing, Embroidery, Apparel, Corporate Gifts, Signage, Wholesale, Distribution, E-commerce, or Order Fulfillment will be advantageous.

This is a full-time position with work hours from 8:30 AM to 5:30 PM EST (5:30 PM to 2:30 AM PKT). The role is primarily onsite at our office located on Shaheed-e-Millat Road, off Shahrah-e-Faisal, Karachi, with remote work options available. The monthly salary range is Rs100,000 to Rs250,000 based on experience and qualifications.

The ideal candidate is an independent, detail-oriented order coordinator who takes ownership of orders after Sales handoff and drives them through the entire fulfillment process. They are responsive, proactive, and comfortable managing communication with both customers and suppliers while juggling multiple priorities efficiently.