Manager – Order Management | Team Head
Location: Noida, India
Department: Operations / Supply Chain
Industry: IT Distribution
Employment Type: Full-time
Reporting To: Head of Operations
Team Size: 4–5 Order Management Executives / Coordinators / Analysts
Regional Coverage: India, Middle East & Africa
About the Role
We are looking for an experienced Manager – Order Management (Team Head) to lead our centralized Order Management function based in Noida, India.
This is a key operational leadership role supporting our IT distribution business across India, the Middle East and Africa. The position will take end-to-end ownership of order management activities, including sales orders, B2B and reseller orders, purchase orders, stock orders, back-to-back orders, licensing and project orders across hardware, software, cloud and licensing solutions from multiple OEM vendors.
The successful candidate will work closely with the Head of Operations, Business Unit (BU) Heads, Sales, Finance, Credit Control, Logistics, country teams and OEM vendors to ensure accurate and timely order processing, strong operational controls, and consistent service levels across countries.
Key Responsibilities
Team Leadership & Operations
- Lead, coach and develop the Order Management team, including workload allocation, goal setting and performance management.
- Ensure adequate resource and backup coverage during month-end, quarter-end and peak vendor periods.
- Develop and maintain SOPs, process checklists and training materials.
- Conduct weekly team meetings and monthly performance reviews with the Head of Operations.
- Drive continuous improvement, standardization and automation within the Order Management function.
Sales & B2B Order Management
- Manage the complete sales order lifecycle, including quotation-to-order conversion, PO validation, booking, allocation, invoicing, amendments, cancellations and delivery follow-up.
- Oversee reseller, system integrator, B2B and project orders while ensuring accurate pricing, taxes and supporting documentation.
- Validate special bids, deal registrations and project pricing against OEM-approved quotations, validity periods and end-customer information.
- Coordinate with Credit Control and Sales to resolve credit, pricing and other blocked-order issues.
- Manage back-to-back, drop-ship, software licensing and configuration orders.
- Monitor open orders, backorders, allocations and ETAs, escalating shortages or delays where necessary.
- Coordinate RMAs, price protection and stock rotation activities with vendors, Logistics and Finance.
- Ensure accurate month-end and quarter-end order and invoicing cut-offs.
Purchase Order Management
- Own the complete PO cycle in coordination with BU Heads, from approved requirements through vendor confirmation.
- Review pricing, commercial terms and approvals before PO placement.
- Track vendor confirmations, shipment ETAs and goods receipts.
- Reconcile POs against receipts and vendor invoices and resolve discrepancies with Logistics and Finance.
- Ensure purchase orders are aligned with sales demand, special bids and back-to-back requirements.
- Maintain appropriate approval controls and documentation across countries.
Stock Order Management
- Place and track stock orders based on requirements and replenishment plans provided by the BU Heads.
- Coordinate inter-warehouse and inter-country stock transfers.
- Allocate and reserve inventory against confirmed sales orders.
- Monitor stock availability, ageing and slow-moving inventory in coordination with BU Heads and Logistics.
BU Head & Vendor Coordination
- Conduct weekly reviews with BU Heads covering open POs, vendor allocations, special bids, supply commitments and upcoming deadlines.
- Escalate vendor supply delays, price changes and commercial disputes.
- Support vendor business reviews and negotiations by providing order history, volume and margin-related data.
Multi-Country Coordination
- Act as the central point of contact for Order Management activities across India, the Middle East and Africa.
- Collaborate with country Sales, Purchase, Finance and Logistics teams.
- Standardize order processes across countries while ensuring compliance with local tax, currency and documentation requirements.
- Establish clear service hours, handovers and escalation procedures across different time zones.
- Conduct monthly reviews with country teams covering open orders, operational issues and service performance.
Reporting, Controls & Process Improvement
- Prepare monthly reports on order status, backorders, SLA performance and operational KPIs by country.
- Maintain accurate, audit-ready order documentation.
- Ensure compliance with applicable VAT/GST requirements and internal approval controls.
- Identify opportunities to automate and improve order processing, reconciliations and management reporting.
Key Performance Indicators
- Order Accuracy: ≥98%
- Order Booking Time: Within 4 working hours from receipt of a valid PO
- Blocked Order Resolution: Within 1 working day
- Country SLA Achievement: ≥95%
- Purchase Order Cycle Time: Within 1 working day from approved requirement to vendor confirmation
- Stock Order / Transfer Fulfilment: ≥95%
- Team Performance: Productivity, training, attendance and performance against annual objectives
Requirements
Qualifications & Experience
- Bachelor’s degree in Business, Commerce, Supply Chain, IT or a related discipline.
- MBA or professional Supply Chain certification would be an advantage.
- 8–12 years of experience in Order Management, Sales Operations, Supply Chain or a related function.
- Minimum 4 years of experience within IT distribution, technology distribution or a channel-based business.
- At least 3 years of team leadership experience within Order Management or Sales Operations.
- Strong hands-on experience managing purchase orders, sales orders and stock orders.
- Practical experience with OEM vendor programs such as special bids, deal registration and price protection.
- Experience working with multiple OEMs and vendor/partner portals across hardware, software, cloud and licensing.
- Experience supporting multiple countries or regions from a centralized/shared-services environment.
Skills & Competencies
- Strong leadership, coaching and people-management capabilities.
- Excellent understanding of the IT distribution and channel ecosystem, including OEMs, distributors, resellers and system integrators.
- Advanced Microsoft Excel skills, including PivotTables, lookups and reconciliations.
- Experience with Power BI or similar reporting tools is preferred.
- Working knowledge of ERP platforms such as SAP, Oracle, Microsoft Dynamics or equivalent.
- Good understanding of distribution margins, multi-currency transactions and VAT/GST requirements.
- Strong analytical and problem-solving abilities with excellent attention to detail.
- Excellent communication, stakeholder-management and vendor-negotiation skills.
- Ability to manage high transaction volumes and strict month-end and quarter-end deadlines.
- Comfortable coordinating teams and stakeholders across multiple countries and time zones.
Tools & Systems
ERP Systems | SAP | Oracle | Microsoft Dynamics | Vendor & Partner Portals | Microsoft Excel | Power BI | Microsoft 365
Working Conditions
The position is based in Noida, India and requires flexibility to overlap with country teams across different time zones. Extended working hours may occasionally be required during month-end, quarter-end, major project closures and critical vendor deadlines.
