Regional Order Coordinator

Our client based in West Sussex is looking for a Regional Order Coordinator to join their team.

The client is a UK manufacturer of bespoke timber doors and other timber products.

As a Order Coordinator, your mission is to continue the efficiency, quality and flow of the commercial function of the business, ensuring the smooth and efficient review and technical finalisation of commercially cleared orders handed over from Estimators. You will technically clear all incoming orders, including compliance checks and handling of any changes to customer requirements. As a key touchpoint in the customer journey post order, you set the standard for customer service, but also technical accuracy across the business. Your role is pivotal in maintaining high levels of production efficiency, technical accuracy and customer satisfaction.

Job Purpose

To act as the technical quality gate for all incoming orders, ensuring that only complete, accurate, and technically clean orders enter the Production pipeline. Ensuring the best possible customer experience by identifying and requesting accurate information, so that the orders passed to production are completed first time, every time.

This role operates after commercial agreement is reached and does not amend pricing, scope, or commercial terms without formal escalation. Any change with commercial impact must be referred back to the Estimator for re-quotation and customer agreement prior to release.

Key responsibilities

• Check orders passed over from Estimators for commercial cleanliness; The Orders Coordinator has authority to pause, return, or reject orders that do not meet agreed information completeness or technical standards.
• Ensure the Production Team receives accurate information for them to manufacture products through effective Request For Information (RFI) processes.
• Challenge and clarify orders with External Sales Managers and/or Project Managers to ensure information quality and suitability before release to production.
• Efficiently and effectively handle orders, including making non-commercial changes to the quote/order documentation. A non-commercial change is one that:
• Clarifies information already implied in the quote
• Adjusts delivery dates in line with agreed procedures
• Corrects administrative errors
• Completes missing technical detail, but does not:
• Change costs that fall outside of the client standard
• Change selling price, save for agreed uplifts/extra overs
• Change margin, save for agreed uplifts/extra overs
• Change compliance or certification basis

Note: If there is any doubt whether a change is commercial, it is treated as commercial and referred back to Estimating.

• Resolve routine technical and information discrepancies independently, escalating only where customer commitment, delivery dates, or commercial terms are at risk.
• Utilise feedback loops to optimise the criteria for qualification and decision making process.
• Use of the CRM system to update order progress and actions taken.

Confirm and agree a delivery date for each order, aligned to production lead times and any commitments made during the sales process