Order Processing Associate

Order Processing Associate

Company Mission

Our mission is to help customers save time and money when purchasing commercial kitchen equipment and supplies by providing a customer-centric shopping experience and by leveraging our industry buying power.

Role Overview

The Order Processing Associate is responsible for accurately processing customer orders while supporting procurement and purchasing activities through vendor pricing verification and procurement auditing.

This role combines traditional order processing responsibilities with procurement auditing, requiring strong attention to detail, analytical skills, and the ability to identify pricing discrepancies, billing errors, and opportunities for cost savings.

The ideal candidate is highly organized, detail-oriented, and comfortable working with large amounts of purchasing and pricing data. They should have experience working with ERP systems such as Oracle NetSuite, strong Excel skills, and an understanding of purchase orders,

vendor quotes, invoices, contracts, and pricing agreements.

Responsibilities and Duties

Order Processing

● Accurately process customer orders through Oracle NetSuite and other order processing software.

● Create and maintain purchase orders and ensure order information is accurate and complete.

● Maintain up-to-date order tracking information and ensure all records are properly maintained and filed.

● Coordinate with vendors and suppliers regarding order status, pricing, availability, and shipment details.

● Collaborate with the Sales team to resolve order-related issues promptly.

● Assist with customer inquiries related to orders and provide timely and accurate updates.

● Monitor orders through the fulfillment process and proactively identify potential delays or issues.

● Perform additional administrative tasks related to order processing as needed.

Procurement Auditing & Pricing Analysis

● Audit purchase orders against vendor quotes, contracts, pricing agreements, and other approved pricing information.

● Review vendor invoices against purchase orders to verify pricing, quantities, terms, and other charges.

● Identify pricing discrepancies, overcharges, duplicate billing, incorrect terms, and other purchasing errors.

● Analyze purchasing data to identify potential savings opportunities and recurring pricing issues.

● Verify that procurement activities follow established internal policies and vendor agreements.

● Investigate discrepancies and work with Purchasing, Finance, Sales, and vendors to resolve issues.

● Maintain accurate documentation of audit findings, pricing discrepancies, corrections, and savings opportunities.

● Prepare reports and summaries related to procurement audits, overpayments, pricing discrepancies, and compliance issues.

● Identify recurring procurement issues and recommend improvements to purchasing controls and processes.

● Support internal audits and provide documentation as requested.

● Assist with maintaining accurate vendor pricing information within applicable systems.

Cross-Functional Collaboration

● Work closely with Sales, Purchasing, Finance, Operations, and vendors to resolve order and procurement issues.

● Communicate pricing discrepancies and other findings clearly and professionally.

● Escalate significant pricing, billing, or procurement concerns to the appropriate manager.

● Support continuous improvement initiatives designed to improve order accuracy, procurement controls, and cost efficiency.

Qualifications and Requirements

● 2+ years of relevant experience in order processing, procurement, purchasing, accounts payable, supply chain, auditing, or a related field.

● Experience working with purchase orders, vendor quotes, invoices, and vendor pricing.

● Experience using Oracle NetSuite or another ERP system; NetSuite experience is strongly preferred.

● Strong Excel skills with the ability to analyze purchasing and pricing data.

● Strong attention to detail and ability to identify discrepancies and errors.

● Understanding of vendor pricing structures, purchasing processes, contracts, or supplier agreements.

● Strong analytical and problem-solving skills.

● Excellent written and verbal English communication skills.

● Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.

● Ability to work independently while collaborating effectively with cross-functional teams.

● Strong numerical and financial aptitude.

● Ability to handle confidential purchasing and pricing information professionally.

● Experience with Power BI, Coupa, Ariba, or similar procurement and analytics platforms is a plus.

● Accounting, finance, procurement, supply chain, or business-related education is a plus.

Working Hours

This full-time remote role requires 40 hours per week aligned with Eastern Standard Time (EST).

Due to the time-sensitive nature of order processing and the need for close coordination with

Sales, Operations, vendors, and customers, consistent availability during these hours is required.

Why Work With Us?

We believe that what you do and where you work matters. We foster a collaborative and

professional environment where you have the opportunity to grow, build meaningful

relationships, and see the direct impact of your contributions on our shared success.

Perks and Benefits

● Fully remote work environment.

● Opportunity for professional growth and advancement.

● Special pricing on commercial kitchen equipment and supplies.

● Expert training

● Competitive salary.

● Medical, vision, and dental coverage