Order Management Specialist

About Penbrothers 

Penbrothers is an HR and remote talent management partner and one of the fastest-growing companies in the Philippines. We connect talented Filipinos to global opportunities with high-growth startups and dynamic companies, enabling them to build careers from the comfort of their own homes. We provide end-to-end support in recruitment, HR, payroll, compliance, and employee engagement - creating an environment where talent can thrive and global companies can grow.

 

About the Client

Our client is a Singapore-based pet nutrition company dedicated to helping dogs live healthier, happier, and longer lives through science-backed, human-grade nutrition. Their meals are formulated by veterinarians and canine nutrition experts, inspired by the ancestral diet, and made with care using gentle cooking and freeze-drying methods. With a strong foundation in research, storytelling, and community education, the company is redefining what it means to feed our dogs well — with love, science, and integrity at the core.

 

About the Role

The Order Management Administrator supports multiple teams by managing administrative activities, processing client orders, coordinating order fulfillment, and ensuring smooth and efficient order operations. This role is responsible for maintaining accurate customer and order records, coordinating with internal teams and external partners, supporting sales activities, and providing timely and professional customer service. 

The Order Management Administrator plays a key role in ensuring orders are processed accurately, communicated effectively, and fulfilled in accordance with customer requirements and company policies. 

What you’ll do

• Process client orders in NetSuite, ensuring order details are complete, accurate, and properly approved in accordance with company policies and procedures.

• Monitor order approval workflows and ensure orders progress through the system in a timely manner.

• Provide timely and accurate customer service and maintain clear, professional communication with clients regarding transactional and order-related matters.

• Maintain accurate and up-to-date order documentation, customer records, and supporting documentation.

• Communicate effectively with internal teams, clients, third-party logistics (3PL) partners, and distribution centers (DCs) to ensure alignment throughout the order fulfillment process.

• Coordinate with 3PL partners to ensure products are available and prepared for shipment to clients.

• Partner with Distribution Centers to coordinate outbound scheduling and ensure shipments are arranged with assigned carriers. 

• Ensure required documentation, compliance requirements, and customer reporting arc completed accurately and on time.

• Coordinate with internal teams, including Engineering, Receiving, Quality Assurance (QA), and Enterprise Systems (ES), to support seamless order processing and 

• Monitor inventory availability and coordinate with the inventory team to identify potential shortages, backorders, or other issues that could affect customer deliveries. 

• Participate in sales meetings and provide order management support as needed. 

• Enter and manage contract client purchase orders (POs), including zero-dollar POs. 

• Respond to customer inquiries and provide information regarding products, services, orders, and shipment status. 

• Address customer complaints and order-related issues, escalating matters to the appropriate team members when necessary. 

• Identify potential order, inventory, routing, or fulfillment issues and communicate them / proactively to the appropriate stakeholders.

What You Bring

• Associate or bachelor's degree preferred, or equivalent relevant work experience.

• Previous experience in order management, sales administration, customer service, logistics, supply chain, or related field.

• Experience working with ERP, order management, CRM, or similar business systems; NetSuite experience is preferred

• Proficiency in Microsoft Office Suite, including Outlook, Excel and Word.

• Strong organizational and time-management skills with the ability to prioritize multiple tasks and deadlines.

• Strong attention to detail and a high degree of accuracy

• Excellent written and verbal communication skills

• Strong problem-solving and follow-through skills

• Ability to work effectively with clients, internal teams, Distribution Centers, 3PL partners, and other external stakeholders.

• Ability to work independently while also contributing to effectively as part of a team

• Ability to manage competing priorities in a fast-paced, deadline-driven environment

• Demonstrated ability to handle confidential and business-sensitive information appropriately.

Our Hiring Process & AI Disclaimer:

We use AI tools to streamline our application process—including an initial conversation with an AI Interviewer. All hiring decisions are made entirely by humans: our Talent Acquisition team guides your full candidate journey and makes all evaluation decisions.

You are welcome to use AI for CV refinement and research, but real-time AI assistance during interviews or skill assessments is strictly prohibited to ensure an authentic evaluation.

Read our full AI Disclaimer to learn more.

What You’ll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you’ll find an environment that nurtures learning and provides opportunities for growth. You’ll have the opportunity to make an impact on fast-growing startups and dynamic companies. 

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience. 

• Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.

• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home. 

• Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.