Order Processing Coordinator

Order Processing Coordinator

Location: Guildford (Hybrid - 3 days office / 2 days home)
Department:
Salary: £28k -£30k (DOE) + Benefits

Type: Full-time, Permanent

We are looking for an experienced and detail oriented Order Processing Coordinator to join a growing team and play a key role in ensuring customer orders are processed accurately and delivered on time.

This is a hands on role managing the full order life cycle, from order receipt through to delivery and invoicing, working closely with internal teams and international suppliers.

The Role

As an Order Processing Coordinator, you will manage end to end B2B customer orders, ensuring accuracy, consistency, and excellent service throughout the process. Products are manufactured in China and supplied to established B2B partners across the UK and Europe, including distributors, retailers, and commercial clients.

Based in Guildford, you will process orders for UK and European entities, working with multiple currencies (GBP, USD and EUR) across two ERP systems. Accuracy and attention to detail are critical, as information must be entered and maintained correctly at all times.

You will also work closely with customer service colleagues, courier companies, workshop and warehouse teams to resolve queries and issues efficiently. While another role supports this area day to day, this position will provide holiday and overflow cover when required.

Key Responsibilities

Order Management

* Receive, validate and enter customer orders into ERP systems
* Confirm product availability, pricing, shipping terms and lead times, communicating clearly with customers
* Maintain accurate order documentation and records at every stage
* Manage all aspects of orders including quantities, delivery dates, formats, currencies and pricing, as well as handling changes, delays or reorganisation of orders
* Work to a right first time culture where accuracy is critical
* Produce customer specific paperwork in line with individual retailer SOPs
* Prepare and coordinate export documentation for non‑EU shipments, including liaising with Chambers of Commerce and overseas factories where required

Inventory and Stock Coordination

* Monitor stock levels and coordinate with warehouse and procurement teams to align supply with demand
* Escalate low stock, backorders or shipment delays to the relevant teams
* Maintain a high level of data accuracy across all systems

Customer Communication

* Act as a key point of contact for B2B customers across the UK and Europe
* Provide clear updates on order status, delivery schedules and shipment tracking
* Review customer intake plans and contribute to stock forecasting discussions
* Respond promptly and professionally to queries, order changes or complaints
* Communicate confidently with mid to senior level stakeholders at customer organisations, maintaining high professional standards at all times

Reporting and Continuous Improvement

* Produce regular reports on open orders, delivery performance and related issues
* Maintain accurate order and shipment histories for reporting purposes
* Generate reports including open orders, back orders and delivery KPIs
* Identify inefficiencies in the order process and recommend improvements
* Feed back customer insights, frustrations or opportunities to the wider team so issues can be addressed quickly

What We're Looking For

Essential

* At least 5 years' experience in order processing, logistics or supply chain coordination
* Experience working with international suppliers, ideally in China
* Experience supporting UK and European B2B customers
* Working knowledge of ERP or order management systems
* Strong Excel or Google Sheets skills
* Excellent communication and coordination skills
* High attention to detail and the ability to manage multiple priorities

Preferred

* Knowledge of export logistics, customs processes and Incoterms (FOB, EXW, DDP)
* Experience working with distributors, retailers or wholesale customers

This is an excellent opportunity for someone who enjoys working in a detail driven environment, takes pride in accuracy, and values strong customer relationships.