Japanese Bilingual Order Management Coordinator

The Role: Service Order Management Coordinator

Overview:

The key responsibilities of the Field Service Order Management Coordinator are to ensure Service Orders & Contracts are well created and booked according to Customer's Purchase Orders. Ensuring all relevant detailed information is correctly recorded to allow the field service execution team to properly implement the service delivery. For Flow business (transactional, simple orders not requiring a project engineer), the FS Order Management coordinator will also execute the order (End to End cycle from order booking until order completion, including Gross Margin control).

What will you do:

Review Customer's Purchase Orders and validate the following information

Installed Products are eligible for services and correct

Bill to Accounts and Installed at accounts are correct and active with payment condition (monthly, quarterly)

PO validation process is followed (Pricing on Customer's Purchase Order Matches Customer's Price list or Service

Quote, QLK approved with right approvers, PO booking checklist is completed, credit and risk review)

Book and Set Billing Plan

Enter and book Service Orders and Service Contracts in ERP system (SAP, Oracle or alternative country ERP)

Ensure all contract information are transferred to BFS

Ensure that the right Gross Margin is captured in ERP as per QLK

Set appropriate billing plan in the ERP to ensure proper invoice generation

In case of request for cancellation: inform Services Execution, team and Terminate Service Orders and Contracts

Issue a credit request if needed

Post Booking Executions

Apply Service Entitlements and PM Plans to the proper Service Contracts

Create Service Work Orders associated to Service Orders with good understanding of Scope of Work

Ensure that Estimates are entered in ERP, and labor estimate time in the Work Orders

Provide booking confirmation to the customer (flow business) or SE project managers (project type business)

Who would be successful

Education & Experience

Bachelor's degree in business administration, Finance, Supply Chain, or related field (or equivalent practical experience).

13 years of experience in order management, service operations, billing, or customer support functions.

Experience with ERP tools (e.g., Oracle, SAP) and CRM platforms (e.g., Salesforce) preferred.

Technical Skills

Strong proficiency in MS Excel (pivot tables, lookups, data validation, basic formulas).

Familiarity with SharePoint lists, workflows, and document management.

Understanding of service contract lifecycle: booking, delivery, billing, and invoicing.

Ability to read and interpret purchase orders, contracts, and billing instructions.

Knowledge of basic finance concepts: revenue recognition fundamentals, invoicing cycles, credit & collections touchpoints.

Must have at least N2-level Japanese proficiency.

Operational & Process Skills

Strong attention to detail with zerodefect mindset.

Ability to perform accurate data entry across multiple systems.

Skilled in queue management and handling multiple cases simultaneously.

Experience following standardized workflows and quality gates.

Ability to escalate blockers and exceptions through defined governance channels.

Familiarity with SLAs, turnaround targets, and service performance dashboards.

Communication & Collaboration

Strong written and verbal communication skills.

Ability to coordinate with finance, delivery teams, project managers, and customers.

Professional handling of queries, clarifications, and PO/invoicing discrepancies.

Able to document updates clearly and maintain audit-proof records.

Behavioral Competencies

Customer-focused with a high sense of ownership.

Process-oriented and comfortable working in a structured environment.

Adaptable to changes in tools, processes, and priorities.

Strong problem-solving skills with a solution-driven mindset.

Reliable, organized, and able to work independently under minimal supervision.

Compliance & Governance

Commitment to data accuracy, confidentiality, and audit compliance.

Understanding of internal controls, approval matrices, and exception rules.

Ability to adhere to standardized naming conventions, templates, and documentation requirements.

Work Setup & Schedule

Hybrid work model (combination of on-site and remote work).

Location: Cavite, Philippines.

Let us learn about you! Apply today.