Order Management Specialist

 About Penbrothers 

Penbrothers is an HR & remote talent management partner and one of the fastest-growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

 

About the Client

The client is a long-standing, family-owned US manufacturing company with nearly 80 years of experience. They are a market leader in the DIY craft, hobby, and sewing industries, best known for producing Poly-Fil® fiber fill, quilt batting, pillow forms, bead fillers, and foam products.

Their products are also used across the medical, audio, pet, and home improvement sectors. In addition, they provide contract manufacturing services that support companies in reshoring filling and assembly operations back to the United States, helping reduce overseas freight costs and import tariffs.

With two manufacturing facilities and regional distribution hubs across the US, the client efficiently serves customers nationwide while maintaining a strong focus on quality and reliability.

 

About the Role

The Order Management Specialist is responsible for managing customer orders end-to-end, from order receipt and processing through to fulfillment and delivery completion. This role ensures sales orders are accurately entered, tracked, and progressed within agreed timelines, while coordinating closely with internal teams, suppliers, and customers to resolve order-related issues quickly and effectively. The ideal candidate is highly detail-oriented, organized, and capable of handling high order volumes while maintaining clear, professional communication across stakeholders.

 

What you’ll do

• Contract Client Prep Work: 

• Enter Zero-dollar contract client Purchase Orders upon notification of inbound by client.

• Ensure weekly validation of client demand plan (forecast)

• Keep communication with clients open on all transactional matters.

• Flag any concerns with assembly and item setup to engineering and/or E.S.

• Monitor contract partner’s inventories of consigned materials, cycle count variances, and highlight these to partners, supported by the Contract partner web portal. Highlight any shortages compared to the partner project plan to partners and Fairfield manufacturing team.

• Relay quality issues brought up by the manufacturing and quality teams to the partner and sales team.

• Coordinate partner decisions with Sales Account manager / Project manager for timely disposition of defective and any project leftovers (reuse, billable reworks, recycling, as case may be).

• Sales Order Administration: 

• Receive order from client (or clients’ client for Contract) and enter/upload as pending approval in NS.

• Check orders for approval from Finance and Management

• Convey future shortage /backorder concerns and MRP mismatch to DC ahead of ship date.

• Release order approval, to update NS status as pending fulfilment.

• For Freight Shipments (Less-Than-Truckload or Full Truckload):

• Less-Than-Truckload (LTL): Partial truck shipment where freight shares space with other shipments.

• Full Truckload (FTL): Full truck shipment dedicated to one customer/shipment.

• Adjust the Sales Order (SO) as required for load number, shipping data, and routing details (manual or file upload) in NetSuite (NS).

• Communicate with the Distribution Center (DC) through the outbound scheduling file:

• Create a new outbound line with known information such as routing data, date, customer, and carrier.

• Ensure the Distribution Center (DC) has scheduled the load pickup in compliance with the customer-requested Must Arrive By Date (MABD) and/or Must-Ship-By date.

• For Courier Shipments:

• Ensure the Distribution Center (DC) runs pick tasks by location to mop up all small orders.

• Additional Responsibilities:

• Follow up on the Distribution Center (DC) scheduling of fulfillment. 

• Send the Advance Shipping Notice (ASN) if manual. (An ASN is a shipment notification sent to the customer with shipment details before or at the time the shipment is dispatched.) 

• Recover signed documentation and other paperwork from the Distribution Center (DC). 

• Optional: scan paperwork and associate it with NetSuite (NS) records so it can be retrieved later. 

• Report to customers as required.

 

What You Bring

 

• At least 3–5 years of relevant work experience in Order Management / Sales Order Administration / Order-to-Fulfillment within a fast-paced operations environment.

• Strong computer skills and proficiency in Excel (including pivot tables).

• Ability to learn and use NetSuite ERP, RF Smart, and order management systems.

• Comfortable using retailer portals.

• Strong written and verbal communication skills.

• Detail-oriented and process-focused.

• Able to multitask and stay organized.
  Team player and self-starter.

• Familiarity with US domestic shipping terminology.

 

 Our Hiring Process

We utilize AI tools to enhance hiring efficiency and ensure a fair evaluation. Consequently, candidates will engage with an AI Interviewer, supervised by Human Talent Acquisition Experts who will support your entire application journey.

Our AI Expectations: While we encourage you to use AI for CV refinement and research, we require that all interviews and assessments be completed through your own authentic effort. The use of real-time AI assistance during interviews or to complete skills tests is strictly prohibited to ensure a fair and genuine evaluation of your capabilities.

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.