Order Management

Procurement Senior Specialist

Role Overview

The Order Management Senior Specialist is responsible for managing end-to-end purchase order processing and order lifecycle activities to ensure timely, accurate, and compliant execution of procurement transactions. The role plays a critical part in ensuring efficient order fulfillment, maintaining data accuracy, and supporting seamless coordination across procurement, finance, and business stakeholders.

Key Responsibilities- Order Management

• Carry out Procurement Operations functions in line with defined processes
• Manage end-to-end purchase order processing, including creation, validation, and submission in procurement systems
• Review and validate purchase requisitions to ensure completeness, accuracy, and compliance prior to PO creation
• Create, issue, and manage purchase orders in procurement and ERP systems (e.g. SAP, DxPT, ERP platforms), ensuring accurate pricing, quantities, and delivery details
• Monitor PO lifecycle activities, including order confirmations, changes, cancellations, and closures
• Coordinate with requestors, suppliers, and internal stakeholders to ensure timely order processing and fulfillment of requirements
• Track and manage order status, addressing delays, discrepancies, and escalations in a timely manner
• Ensure alignment of purchase orders with pricing agreements and procurement policies
• Process PO amendments and updates, ensuring all changes are accurately reflected in the system
• Resolve goods receipt discrepancies in coordination with finance, suppliers, and relevant stakeholders
• Act as a key point of contact for order-related inquiries, providing guidance and resolving issues proactively
• Manage procurement requests and queries, including ticket processing and issue resolution within agreed timelines
• Maintain high data quality standards across all order management activities to support accurate reporting and downstream processes
• Monitor and track order processing performance, ensuring adherence to SLAs and KPIs
• Support continuous improvement initiatives by identifying process gaps and recommending enhancements in order management workflows
• Maintain and update procurement systems and related documentation
• Prepare and deliver reports and analysis to support spend visibility, order tracking, and decision-making

Process, Compliance & Stakeholder Engagement

• Execute and manage business processes across varying levels of complexity with accuracy and efficiency
• Continuously review, enhance, and standardize processes to drive operational excellence and innovation
• Ensure compliance with global standards, internal controls, and audit requirements
• Maintain up-to-date process documentation, including workflows and procedural guidelines
• Collaborate with business stakeholders to understand requirements and deliver high-quality service
• Act as a key point of contact, addressing queries and resolving issues in coordination with internal teams and suppliers
• Partner with technical teams to support system enhancements and issue resolution
• Ensure business continuity and adherence to organizational policies at all times

Data Analysis & Reporting

• Generate and present accurate, timely reports and performance updates to management and stakeholders
• Perform data analysis to support project planning and strategic decision-making

Performance Management & Team Support

• Monitor and ensure adherence to service level agreements and key performance indicators
• Review performance metrics and implement improvements to drive efficiency and quality
• Provide guidance, training, and mentoring to junior team members
• Support team to ensure compliance with company policies and procedures

Governance & Additional Duties

• Ensure completeness and accuracy of documentation across all procurement activities
• Maintain efficient and updated systems and tools to support operations
• Support audit requirements and business continuity efforts, ensuring proper documentation and process adherence
• Perform additional tasks as required by management in line with business needs

Qualifications & Requirements

• Minimum of 4–5 years of experience as a Senior Specialist in a BPO environment, specializing in order management or procurement operations, supporting global clients
• Strong communication and interpersonal skills with the ability to engage effectively with stakeholders
• Proven ability to work independently and collaboratively within a team environment
• Fluent in English (written and verbal); proficiency in German or Spanish is an advantage
• Excellent analytical and problem-solving skills with a logical approach to complex challenges
• Strong time management and prioritization capabilities
• Demonstrated knowledge of procurement operations, purchase order processing, and service support standards
• Proficiency in SAP, Ariba, DxPT, and other ERP systems
• Advanced skills in Microsoft Office (Excel, Word, PowerPoint)