Job Description
Section 1: Job Details
Proposed Job Title: Order fulfillment specialist Department: Supply Planning Department
Reporting Manager: Order fulfillment Manager Location: HCM, VN
Section 2: Job Summary
Provide a short paragraph describing the purpose of the job.
This position assists in managing the order fulfillment process from start to finish, ensure orders are processed accurately and
promptly, and eventually delivered to customers on time, within the month/quarter/year-end delivery cycle.
Updating and maintaining the "PO Status Report Data" for each factory, including tracking the status of each PO, and scheduling and
monitoring production and shipping.
Managing internal/external relationships with cross-functional teams, provide the 1st class service to finance, sales, and customer,
supplier and 3PL etc.
Section 3: Essential Responsibilities
List the primary duties and responsibilities of the job in descending order of importance. Estimate the approximate % of time spent on
each responsibility during a typical day. Essential responsibilities will normally consist 5 to 10 descriptors.
Estimate % of time
spent. Total must = Duties and Responsibilities
100% In addition, include why and how the jobs responsibilities impact the business. Include any metrics or
Note: To effectively complexities this position will handle.
evaluate the job, %
in time cannot
exceed more than
30%
30% Order fulfillment：
Develop and maintain strong relationships with internal and external stakeholders to ensure smooth
order fulfillment operations.
Communicate and tackle issues between the factory, HQ, customer, and freight forwarder, including
but not limited to issues with production, quantities, delivery dates, etc.
Track the status of each PO, collect, record, and organize the production schedule, inspection
schedule, and shipping schedule for each PO.
Monitor production and shipping status to ensure timely delivery.
Visit the production line to understand the status of order production and identify potential issues.
Analyze the root cause of production delays and outstanding issues for each PO and proactively
communicate with relevant stakeholders to resolve issues.
Collaborate with HQ logistic team to seek additional support to goods movement.
Measure factory KPI, i.e. on-time delivery performance.
Prepare and support supervisor to publish the order status report 2-3 times a week to update
delivery status and outstanding issues.
Partner with leadership to seek opportunities to optimize order fulfillment and identify process
improvements.
30% Logistics service：
Streamline the communication and process among Gathr, customer, 3PL, and factory to establish a
good relationship with each party.
Collaborate with cross-functional teams and external parties to ensure good movement in a timely
manner.
Be the contact person to resolve system issues such as failed customs clearance document exports,
missing key information, incorrect pricing, etc., and propose suggestions for optimization and
improvement.
Proactively communicate with 3PL on the vessel schedule to ensure it meets the shipping
expectations of both the customer and Gathr.
Provide the freight forwarder and contact information for new customers or international customers
as needed.
Push the factory to complete booking according to customer requirements and proactively tackle any
issue during booking and shipment.
Get familiar with each freight forwarder's booking system, including opening accounts as needed,
assigning orders to the factory on 3PL web portal.
Export specified customs clearance documents from SAGE, send them to the factory, or send/upload
them to the system in the required format as requested by the customer.
25% PO Data & order status tracker Management：
Continually review and suggest process improvements to optimize data accuracy, efficiency, and
productivity
Resolve any discrepancies or issues related to PO data, ensuring that they are resolved in a timely
and effective manner.
Refresh/filing the "Open PO Pivot Table" and sharing to other function team on a daily basis.
Verify that the factory has received the correct PO.
Manage and maintain a PO database up-to-dated at PO & item level for calendar and fiscal year to
support data analysis and recording.
Support Manager to make some analysis based on accurate data.
Follow up with manager to actively update factory profile/contact information.
Upload EDI data to Sage twice a week for DI and domestic shipping information like vessel ETD, BOL,
Container No. etc.
15% Other multiple VAS：
Demonstrate and deliver on Gathr’s mission, vision, and expectations in daily operations.
Assist Manager to manage Value-Added Services (VAS) post-PO shipment, measure KPI, generate
some reports.
Partner with Manager to comprehensive orientation for new employees and vendors, ensuring a
smooth integration into the team.
Actively participate in mini-project discussions, initiation, and execution, resolving or escalating issues
as needed.
Support Manager to optimize reports to ensure seamless communication across internal and external
stakeholders, including departments, suppliers, and customers.
Handle any ad hoc assignments promptly and efficiently.
For Job Accountability and Autonomy please select from the drop down by clicking on “choose an item” the drop-down selection will then appear:
Manages Procedures
Receives general instructions
Section 4: Requirements/Qualifications
What Knowledge, Skills, and Abilities are required to perform the job? Examples: project management, software programs, and procedures.
Please provide details on any specific tasks that would warrant the designated level requirements, if applicable.
Knowledge, Skills, Abilities Entry Level, Intermediate, Advanced
Familiarity with procurement processes and supply chain management principles Intermediate (3-5 yrs)
Minimum 3 years logistics or order management skills Intermediate (3-5 yrs)
Ability to work independently and in collaboration with cross-functional teams. Advanced (5+ yrs)
Strong excel and analysis capability Advanced (5+ yrs)
Attention to details, excellent organizational and multitasking skills Intermediate (3-5 yrs)
Result driven, adaptive to fast and continuously changing environment Intermediate (3-5 yrs)
Excellent verbal and written English, Mandarin skills Advanced (5+ yrs)
Knowledge of SAGE operation is a plus. Entry Level (0-3 yrs)
Knowledge of outdoor products related is a plus. Entry Level (0-3 yrs)
List education and/or prior relevant work experience required or preferred to perform the job
*Include certificates and licenses in order of importance.
Education/Experience Required or Preferred
Bachelor’s degree in logistics, Supply Chain Management, or related field Required
Proven experience in either logistics or planning to an international company Required
Above 3 years’ supervisor or assistant manager experience. Required
Experience in project management and system enhancements. Preferred
Select Option
Additional Language (s) Required for this job English & Mandarin
Travel Requirement (Please list the appropriate travel information required in order to provide realistic preview to candidates.
The approximately range can be 5-10%, 15-30%, etc)
Ability to travel up to 20%
Section 5: People Management Responsibilities
Select the type of roles this job will manage: Total employees supervised:
(Check all that apply): Direct _______ Indirect
Does Not Apply
0 0
Individual contributors
Managers
Executives
