Project Order & Procurement Specialist

Position Summary

The Project Order & Procurement Specialist manages the full lifecycle of project-related orders at DESIGNA US, from internal project release through fulfillment and aftersales support. This role is responsible for accurate order processing, coordinated procurement of project-specific materials and stock items, vendor communication, and documentation control. The position serves as a key operational link between Sales, Engineering, Operations, Warehouse, Finance, vendors, and customers to ensure timely and compliant project execution.

Essential Duties and Responsibilities

Project Order Management

• Reviews internal project documentation to verify completeness, accuracy, and alignment with company standards.
• Enters, updates, and maintains project and order data within the ERP and related systems.
• Coordinates with Engineering, Sales, and Operations to confirm material requirements, timelines, and deliverables.
• Tracks order progress and proactively identifies and communicates risks or delays.
• Ensures all project-related documentation is accurate, organized, and audit-ready.

Aftersales Support

• Processes customer requests for aftersales materials, spare parts, and consumables.
• Serves as a primary contact for post-delivery material-related inquiries.
• Coordinates resolution of warranty claims, replacement materials, and order discrepancies.
• Maintains professional and timely communication with internal stakeholders and customers.

Procurement (Project & Stock)

• Sources and procures materials, components, and equipment required for project execution.
• Maintains appropriate stock levels for commonly used items in coordination with warehouse personnel.
• Requests and evaluates supplier quotations to ensure competitive pricing and delivery terms.
• Issues purchase orders and monitors supplier performance for on-time delivery and quality compliance.
• Resolves issues related to late shipments, damaged goods, pricing discrepancies, or invoice mismatches.

Documentation, Compliance & Reporting

• Maintains accurate purchase order files, shipment records, and procurement documentation.
• Generates and distributes reports related to order status, procurement activities, and inventory levels.
• Ensures compliance with DESIGNA policies, internal controls, and audit standards.
• Supports continuous improvement initiatives within order processing and procurement workflows.

Qualifications

• 2-5 years of experience in order management, procurement, supply chain, or project coordination.
• Working knowledge of purchasing processes, vendor management, and supply chain fundamentals.
• Proficiency in ERP systems and Microsoft Excel.
• Strong organizational skills and attention to detail.
• Ability to manage multiple projects and deadlines simultaneously.
• Effective written and verbal communication skills.

Core Competencies

• Customer service mindset
• Analytical and problem-solving ability
• Vendor relationship management and negotiation support
• Process discipline and documentation accuracy
• Cross-functional collaboration
• Accountability and ownership of assigned projects
• Ability to manage multiple projects simultaneously