Order Management Coordinator (Entry Level)

Job Description

The Order Management Coordinator is responsible for supporting the sales team by managing customer requests, preparing quotations, processing sales orders, coordinating procurement activities, and ensuring a seamless experience from quote to delivery.  This role serves as the primary administrative support for the sales team, working closely with clients, vendors, distributors, and internal departments to ensure orders are accurate, completed on time, and communicated effectively.

The ideal candidate is highly organized, detail-oriented, and enjoys supporting customers and the sales team. They are comfortable managing multiple priorities, coordinating with vendors and internal teams, and ensuring orders are processed accurately from initial request through to delivery. They take pride in delivering an exceptional customer experience while maintaining strong administrative accuracy.

Sales Support

• Respond to customer inquiries regarding products, licensing, renewals, and order status.
• Assist Account Managers with quote preparation and sales administration.
• Follow up with customers on outstanding quotes and purchase orders.
• Coordinate customer requests with internal technical and procurement teams.
• Maintain strong relationships with existing customers through timely communication.

Order Processing

• Process customer purchase orders accurately and efficiently.
• Enter sales orders into the ERP/CRM system.
• Validate pricing, product availability, and customer information before processing.
• Coordinate hardware and software procurement with distributors and vendors.
• Track shipments and provide delivery updates to customers.
• Resolve order discrepancies, backorders, and vendor issues.

Licensing & Renewals

• Process Microsoft and other software licensing requests.
• Coordinate license additions, reductions, and renewals.
• Monitor upcoming renewals and assist customers with renewal quotations.
• Ensure licensing records remain accurate and up to date.

Sales Administration

• Create and maintain customer quotations.
• Maintain accurate CRM records, opportunities, and customer information.
• File and organize customer documentation, purchase orders, and vendor confirmations.
• Prepare reports for sales activities, outstanding orders, and renewals.

Customer Experience

• Provide prompt and professional customer service.
• Keep customers informed throughout the ordering and fulfillment process.
• Coordinate with technical teams to ensure smooth scheduling of deployments when required.