Order Management Associate

Job Description

Insite Performance LLC

At Insite®, we apply podiatry, biomechanics, neuroscience analysis and material science to produce the world’s most ergonomic insole. With plant-based options and sustainable manufacturing methods, INSITE® insoles are better for the planet, without sacrificing performance. For more information: visit www.insiteinsoles.com.

Position Overview

The Order Management Associate – Insole Products is responsible for end-to-end coordination of customer orders, ensuring accuracy, timeliness, and compliance with customer requirements. This position requires proactive communication with suppliers, customers, and cross-functional teams to achieve seamless order fulfillment. In addition, the role involves supporting Accounts Receivable (AR) and Accounts Payable (AP) processes by monitoring outstanding payments, reconciling accounts, and ensuring timely settlement in coordination with customers and the Finance team.

Key Responsibilities

1. Order Receipt & Processing

· Review customer purchase orders for accuracy in product details, pricing, quantity, and delivery requirements.

· Enter and validate orders in ERP/SAP system, ensuring timely release of purchase orders to suppliers.

· Verify order acknowledgments and maintain accurate order documentation for audit and financial purposes.

2. Supplier Coordination & Production Tracking

· Issue purchase orders to suppliers and secure timely confirmation of acceptance and ETC (Estimated Time of Completion).

· Coordinate with the Manufacturing Support team to track production progress at factories.

· Proactively escalate risks of delay to management and drive recovery action plans with suppliers.

3. Customer Communication & Service

· Act as the primary contact for customers on order status, delivery schedules, and issue resolution.

· Provide regular updates on shipment schedules and notify customers of changes or risks.

· Handle customer inquiries and complaints promptly and professionally, ensuring high levels of satisfaction.

4. Shipment & Delivery Management

· Coordinate with Logistics (outsources for shipment bookings, export documentation, and customs clearance.

· Track deliveries and resolve shipment delays, incomplete documents, or transit issues.

· Ensure accurate preparation and release of shipping documents (invoice, packing list, BL, CO, etc.) in collaboration with suppliers.

5. Accounts Receivable (AR) Management

· Monitor customer payment terms and outstanding invoices in coordination with the Finance team.

· Send reminders and follow up with customers on due and overdue payments.

· Coordinate with customers to resolve disputes related to invoices, debit notes, or credit notes.

· Escalate persistent overdue accounts to Finance and management for further action.

· Support reconciliation of customer account balances to ensure accuracy and transparency.

6. Accounts Payable (AP) Coordination

· Track supplier invoices and ensure timely submission of supporting documents (POs, GRNs, shipping documents).

· Coordinate with the Finance team to ensure timely payment to suppliers as agreed terms.

· Verify discrepancies between supplier invoices, POs, and received goods before processing payments.

· Support supplier account reconciliations and resolve invoice/payment disputes in a timely manner.

7. Data Management & Reporting

· Maintain accurate and updated order, shipment, and payment records in ERP/SAP.

· Prepare weekly/monthly reports on order status, AR/AP aging, and supplier/customer performance.

· Support management in KPI tracking (e.g., on-time delivery, DSO – Days Sales Outstanding, supplier on-time payment).

8. Cross-Functional Collaboration

· Work closely with Sales and Account Managers to align on customer orders, shipment priorities, and payment collection.

· Partner with Finance to ensure accurate invoice, payment tracking, and AR/AP reconciliation.

· Liaise with Manufacturing Support, Logistics, and QA teams to ensure smooth order execution and timely deliveries.

Job Requirement

Qualifications

· Bachelor’s degree in business administration, Supply Chain Management, Accounting, or related field.

· Min 3 years of experience in order management, supply chain, or AR/AP coordination (experience in footwear, insoles, or trading company preferred).

· Proficiency in ERP/SAP and Microsoft Office (Excel, Word, PowerPoint).

· Strong communication skills in English (Chinese language proficiency is an advantage).

· Knowledge of international trade terms (Incoterms), shipping documentation, and financial settlement processes.

· Detail-oriented, highly organized, with strong problem-solving and analytical skills.

· Ability to handle multiple tasks, work under pressure, and meet tight deadlines.

Benefits:

· Competitive salary

· Laptop

· Training