Order Management & Vendor Coordination Specialist

About the Company

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 Order management & Vendor Coordination 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.

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 online 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.

Qualifications

• Advanced proficiency in Microsoft Excel, including:
• Sorting and filtering data
• Formulas and functions
• Data validation
• Lookup functions (VLOOKUP/XLOOKUP preferred)
• 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 online ordering portal.