Order Management Assistant - Temporary (1 Year)

About the role

Volvo Penta is hiring a temporary Order Management Assistant for a one-year period. The role sits within Volvo Group Digital Technology & Operations (DTO), a new division focused on digital products delivered in agile, cross-functional teams. The assistant manages sales orders from creation through to shipment, working closely with Logistics, Sales and Finance.

Key responsibilities

• Create, monitor and manage sales orders so they are processed smoothly and released to production on time.
• Review and validate order accuracy, completeness and readiness before release, and resolve technical, operational or credit-related hold codes.
• Confirm delivery schedules with Logistics and Sales, and give customers accurate order acknowledgements and promised delivery dates.
• Check payment terms and monitor payment status in SAP, coordinating with stakeholders on payment updates.
• Review customs and shipping documents (pricing, Incoterms, quantities, specifications) and coordinate with customers and global stakeholders on shipment readiness.
• Monitor unapplied invoices and outstanding payments with the Finance team, and handle returns, order modifications and resales.
• Create debit and credit orders to correct invoicing discrepancies, and help reduce and ship unapproved stock.
• Follow up on customer account receivables and support collection when needed.
• Take part in regional and global meetings, forums and cross-functional initiatives, and contribute to continuous improvement and ad hoc projects.

Required profile

• Bachelor's degree in Business Administration, Foreign Trade, Logistics or a related field.
• Long-term internship or work experience in Foreign Trade, Order Management, Logistics or related functions is a plus.
• Excellent written and verbal English, detail-oriented with strong follow-up and coordination skills.
• Willingness to learn and develop in an international business environment.

Required skills

• Proficiency in MS Office applications.
• Experience with Oracle and SAP is an advantage.