Order Management & Fulfillment Specialist

Order Management & Fulfillment Specialist

Job Description

Order Management
Process and manage customer orders from entry through fulfillment
Ensure accuracy and timeliness of order execution to prevent revenue disruption
Serve as backup/primary coverage for order management during staffing gaps
Monitor order pipeline and proactively resolve delays or discrepancies

Logistics Coordination
Coordinate inbound and outbound shipments, including manual pickup creation
Support buyers by executing logistics tasks when systems access is unavailable
Liaise with internal logistics teams, carriers, and suppliers to ensure smooth delivery flow
Track shipments and troubleshoot delivery issues

Buyer & Stakeholder Support
Act as a key support resource for procurement/buying teams
Assist with order-related inquiries, shipment status, and issue resolution
Cross-functional collaboration with logistics, procurement, and operations teams

Process Support & Improvement
Identify inefficiencies in order and logistics workflows and recommend improvements
Maintain accurate documentation and system updates
Support continuity planning to mitigate operational risk (e.g., coverage during absences)

Essential Requirements of the Role
2+ years of experience in order management, logistics, supply chain, or operations support
Hands-on experience with shipment coordination and pickup scheduling
Strong understanding of order-to-cash or procure-to-pay processes
Ability to manage high volumes of transactional work with accuracy
Strong organizational and problem-solving skills
Proficiency in ERP systems (e.g., SAP, Oracle, or similar) and Microsoft Office tools

Desirable Attributes
Attention to detail – critical for order accuracy and shipment processing
Adaptability & resilience – able to step into a high-pressure, understaffed environment
Collaboration – strong cross-functional communication
Sense of urgency – understands impact of delays on revenue
Reliability – ensures business continuity during staffing shortages

Soft Skills
Experience supporting both order management and logistics functions
Experience in environments with manual workarounds due to system limitations
Exposure to vendor/supplier coordination
Ability to quickly ramp up and operate with minimal supervision

Tools or Software
SAP, Excel

Education
High School Diploma or GED

Industry Background or Experience
Any industry

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.