Order Fulfilment Administrator

Managing the full order lifecycle, from order entry and validation to shipment coordination.
Step into a role where precision, communication, and teamwork come together to keep our order operations running flawlessly. We’re looking for a detail‑oriented and proactive Order Processing Administrator to join our team and support the full lifecycle of customer orders. Be part of a dynamic, collaborative team that values communication and customer satisfaction.

Responsibilities:
  • Managing the full order lifecycle, from order entry and validation to shipment coordination and post‑delivery follow‑up.
  • Processing sales orders across multiple product categories with a high degree of accuracy and timeliness.
  • Monitoring order status, proactively resolving discrepancies, and ensuring alignment with customer requirements and internal policies.
  • Track and manage backorders, ensuring timely updates to customers and Key Account Managers.
  • Collaborating with logistics and supply chain teams to secure stock availability and optimize delivery timelines.
  • Updating pricing, discounts, and commercial terms in relevant systems to ensure accurate order processing.
  • Maintaining clean and up‑to‑date customer and product data across ERP, CRM, and B2B platforms.
  • Supporting internal teams with data extraction, analysis, and documentation as needed.
  • Maintaining close communication with customers, Key Account Managers, and internal stakeholders to ensure smooth operations.
  • Ensuring financial documentation is accurate and aligned with internal controls and customer agreements.

Requirements:
  • Experience with SAP or other ERP systems.
  • B2 level of English (spoken and written)
  • Minimum 2 years of experience in sales operations, order processing, fulfilment coordination, or a similar administrative role.

Nice to have:
  • Familiarity with B2B portals and integrated third‑party tools (EDI, CRM, logistics tracking, payment platforms).
  • Knowledge of MS Office applications, especially Excel, Word, and Outlook.
  • Strong attention to detail and commitment to accuracy.
  • Excellent communication and organizational skills.
  • High level of customer service orientation and a proactive approach to problem‑solving.

What we offer:
  • Working in an international environment for a globally recognized company.
  • Benefits package (private medical care, sports card)
  • Possibility to start in February or March 2026
  • Hybrid work model (2 days from office, 3 days from home)
  • Flexible hours
  • Salary range: 8,000 – 9,000 PLN gross

Hays Poland sp. z o.o. is an employment agency registered in a registry kept by Marshal of the Mazowieckie Voivodeship under the number 361.


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Summary

Job Type
Permanent
Industry
Manufacturing & Production
Location
Warszawa
Specialism
Sales
Ref:
1197378

Talk to a consultant

Talk to Natalia Dziubek, the specialist consultant managing this position, located in Kraków
Hays, Al. Pokoju 5

Telephone: +48 12 201 36 14

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