Order Fulfillment Assistant

Fulfilment Team Executive

We are looking for a detail-oriented and proactive Fulfillment Team Executive to join our team. This role is responsible for supporting the end-to-end fulfillment of customer, bullion, consignment and corporate sales orders, ensuring that orders are processed accurately, payments and documentation are properly tracked, and deliveries or collections are completed on time.

The successful candidate will work closely with Customer Experience, Sales, Finance, Logistics, Production and other internal stakeholders to ensure a smooth and efficient fulfilment process.

Key Responsibilities

Order Processing

• Process and manage internet and mail orders, ensuring orders are accurately recorded and fulfilled within the required timelines.
• Review order details and follow up on outstanding, incomplete or exceptional orders.
• Coordinate with relevant internal teams to resolve order and fulfilment issues.
• Maintain accurate order and fulfilment records across internal systems and tracking files.

Lion Bullion Fulfilment

• Manage the daily updating and tracking of Lion Bullion collection and fulfilment statuses in the Admin Portal and Excel database.
• Maintain accurate and up-to-date fulfilment records for operational tracking and reporting.
• Support Lion Bullion order fulfilment upon stock arrival.
• Prepare the required internal documentation and update Sales Order Forms (SOFs) for the Bullion Packing team to facilitate product tagging and packing.
• Update order statuses in the Admin Portal and trigger customer notifications when orders are ready for self-collection.
• Consolidate and maintain accurate Lion Bullion payment records and coordinate with Finance on payment-related matters.

Corporate Sales Administration

• Receive and process signed customer quotations.
• Submit Purchase/Production Work Orders (PWO) where required.
• Coordinate artwork submission, approval and production requirements.
• Maintain proper documentation and tracking throughout the order process.

Corporate Sales Fulfilment

• Raise Sales Orders based on confirmed and signed quotations.
• Coordinate with Logistics for the picking, preparation and shipment of completed orders.
• Submit Sales Orders to Finance for invoicing.
• Follow up with prepaid customers on payment arrangements and monitor payment status.
• Coordinate with Finance to confirm receipt of payment before fulfilment.
• Arrange delivery or collection schedules once orders and payments are confirmed.
• Proactively follow up with internal stakeholders to ensure customer orders are delivered or collected according to schedule.
• Highlight delays, discrepancies or fulfilment issues and assist in resolving them promptly.

Requirements

• Diploma or equivalent qualification in Business Administration, Logistics, Supply Chain, Operations or a related discipline.
• Prior experience in order fulfilment, sales administration, logistics, e-commerce operations or customer operations would be an advantage.
• Strong attention to detail and accuracy, particularly when handling orders, payments and documentation.
• Good organisational and time-management skills with the ability to manage multiple orders and priorities simultaneously.
• Comfortable working with Microsoft Excel and administrative/order management systems.
• Good written and verbal communication skills.
• Able to work effectively across different departments, including Sales, Finance, Logistics and Production.
• Proactive, responsible and able to follow through on tasks with minimal supervision.
• Comfortable working in a fast-paced operational environment where priorities and fulfilment requirements may change.

What We Are Looking For

You are someone who enjoys keeping things organised and making sure nothing falls through the cracks. You are comfortable coordinating across multiple teams, following up on outstanding items and taking ownership of an order from confirmation through to successful fulfilment.

Accuracy, accountability and timely follow-up are important in this role, as you will play a key part in ensuring our customers and business partners receive their orders smoothly and on time.