Job Title: Order Management & Vendor Coordination Specialist
Location: Hyderabad, India
Shift: US EST/ET Shift
Employment Type: Full-time
At NationsBenefits, we are leading the transformation of the insurance industry by developing innovative benefits management solutions. We focus on modernizing complex back-office systems to create scalable, secure, and high-performing platforms that streamline operations for our clients. As part of our strategic growth, we are focused on platform modernization — transitioning legacy systems to modern, cloud-native architectures that support the scalability, reliability, and high performance of core backoffice functions in the Healthcare/Fintech/Insurance domain.
About the Role
NationsBenefits India is seeking a detail-oriented and proactive Order Management & Vendor Coordination Specialist to join our Hyderabad team. This role is ideal for professionals with 1+ year of procurement or order management experience who thrive in a fast-paced environment and are comfortable working US shifts. We are looking for immediate joiners who can effectively support our retail project.
Job Description: Order Management & Vendor Coordination Specialist
Position Summary
The Order Management & Vendor Coordination Specialist is responsible for managing daily purchase order processing, coordinating communication between vendors and Hearing Instrument Specialists (HIS), and ensuring timely order fulfillment and customer support. This role requires strong Excel proficiency, exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
The specialist will oversee order placement activities, provide shipping and tracking updates, respond to order-related inquiries, and manage the portal for Jabra OTC products. A key performance expectation is the timely placement of all daily purchase orders within two hours of receiving the order file.
Key Responsibilities
Purchase Order Management
- Review, validate, and process daily order files received from internal stakeholders.
- Create and place manual purchase orders using multiple vendor-specific templates.
- Ensure all purchase orders are accurately completed and submitted within two (2) hours of receiving the daily order file.
- Monitor order status from submission through fulfillment and delivery.
- Maintain accurate records of all purchase orders and related documentation.
Vendor & Hearing Instrument Specialist Coordination
- Serve as the primary liaison between vendors and Hearing Instrument Specialists (HIS).
- Facilitate clear and timely communication regarding order status, product availability, shipping timelines, and issue resolution.
- Build and maintain positive working relationships with vendor partners and internal stakeholders.
- Escalate order issues, delays, or discrepancies as needed to ensure prompt resolution. Order Support & Customer Service
- Respond to order-level inquiries in a professional and timely manner.
- Investigate and resolve questions concerning order status, product availability, shipments, and delivery timelines.
- Provide proactive communication regarding backorders, delays, and fulfillment challenges.
- Ensure a high level of service and responsiveness to internal and external customers.
Shipping & Tracking Management
- Monitor shipments and fulfillment activities.
- Provide accurate shipping confirmations and tracking information to stakeholders.
- Follow up on delayed, lost, or incomplete shipments with vendors and carriers.
- Maintain shipment records and documentation as required.
Jabra OTC Portal Administration
- Manage and maintain the portal for Jabra OTC products.
- Monitor incoming orders and portal activity.
- Ensure accurate order processing and data entry within the portal.
- Identify and report system issues or process improvement opportunities.
Data Management & Reporting
- Utilize Microsoft Excel to manage order files, track purchase orders, and maintain operational records.
- Perform data validation and reconciliation to ensure order accuracy.
- Generate reports and provide updates related to order volume, fulfillment status, and operational performance.
- Maintain organized electronic records and documentation.
Required Qualifications
- Advanced proficiency in Microsoft Excel, including:
o Sorting and filtering data
o Formulas and functions
o Data validation
o Lookup functions (VLOOKUP/XLOOKUP preferred)
o Pivot tables
- Strong written and verbal communication skills.
- Excellent organizational skills and attention to detail.
- Ability to manage multiple tasks and meet strict deadlines.
- Experience processing purchase orders and managing order fulfillment activities.
- Strong problem-solving and follow-up skills.
- Ability to work independently while collaborating effectively with vendors and internal teams.
Performance Expectations
- Process and submit all daily purchase orders within two hours of receiving the order file.
- Maintain high levels of order accuracy and data integrity.
- Provide timely responses to order inquiries and status requests.
- Ensure shipping and tracking information is communicated promptly and accurately.
- Maintain effective communication between vendors and Hearing Instrument Specialists.
- Successfully manage and support Jabra OTC ordering portal.
