Procurement & Order Management Coordinator

Key Responsibilities

• Process all customer orders end-to-end, from PO entry through vendor fulfillment and delivery.
• Track order status and shipment progress across all open orders, keeping internal systems and records current.
• Proactively communicate order delays, backorders, or fulfillment issues to CSMs, Account Managers, and clients as needed.
• Coordinate with vendors and distributors to resolve order discrepancies, shipping issues, and expedite requests.
• Maintain accurate order records, tracking numbers, and delivery confirmations in the CRM and procurement systems.
• Escalate at-risk orders to the Client Success Operations Manager with enough lead time to manage client expectations.

• Request, track, and process renewal quotes from vendors and distributors on behalf of the Client Success and Account Management teams.
• Monitor upcoming contract and license expiration dates, and proactively initiate renewal quote requests ahead of deadlines.
• Prepare, review, and process purchase orders in accordance with company procurement policies.
• Coordinate directly with vendors and distributors on pricing, licensing terms, product availability, and quote turnaround.
• Maintain accurate, up-to-date records of quotes, contracts, and vendor pricing in the CRM and procurement systems.
• Partner with CSMs to understand client renewal timelines, partner program terms, and pricing structures relevant to each account.
• Support Account POD’s with ad hoc procurement requests, including special pricing and non-standard orders.
• Follow up with vendors on outstanding or delayed quotes to prevent renewal slippage.
• Flag pricing discrepancies, contract issues, or vendor delays to the Client Success Operations Manager.
• Assist with vendor relationship management and help resolve escalations related to quoting or order processing.
• Support process improvements that streamline order management and the renewal quoting workflow.

Experience & Qualifications

• 1–3 years of experience in procurement, order management, purchasing, sales operations, or vendor/contract coordination (technology or IT services industry preferred).
• Experience processing and tracking orders end-to-end, including managing delays and communicating status to internal and external stakeholders.
• Familiarity with vendor and distributor quoting processes (e.g., requesting quotes, reviewing pricing, tracking PO status).
• Strong attention to detail and accuracy when handling orders, pricing, quotes, and contract terms.
• Excellent organizational and time-management skills; able to manage multiple orders, quote requests, and deadlines at once.
• Clear, professional written and verbal communication for coordinating with vendors, CSMs, Account Managers, and clients.
• Proficient in Excel and comfortable learning CRM/procurement/order tracking systems.
• Bachelor's degree preferred, or equivalent professional experience.

• Prior experience working with IT distributors or vendors (e.g., Arrow, Carahsoft, TD Synnex, Pure Storage, Arista, NinjaOne, or similar).
• Understanding of partner/reseller program structures, tiered pricing, or channel sales models.
• Experience supporting a Client Success, Sales, or Account Management team.

• Orders are processed accurately and tracked from start to finish, with delays flagged and communicated before they become client issues.
• Renewal quotes are requested and delivered to account team ahead of client renewal deadlines, with minimal escalations.
• CSMs and Account Managers can rely on fast, accurate order and quote turnaround to keep client conversations moving.
• Procurement and order records are consistently accurate and well documented.

Compensation

• Full-Time, Exempt
• $65,000-$95,000/year, DOE

Benefits

• Health Coverage – Medical, Dental & Vision
• FSA Health and Dependent Care available
• 401(k) Plan
• Unlimited Paid Time Off (PTO)
• Observed Holidays Paid
• Cell Phone Allowance
• Collaborative, growth-driven culture

Employment is contingent upon the successful completion of a background check and reference verification. All applicants must be authorized to work in the United States on a full-time basis.

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