Order Processing Specialist
The ICEE Company, La Vergne, TN, United States
Order Processing Specialist
The Order Processing Specialist supports daily purchasing and materials management activities for ICEE Service Centers, J&J Snack Foods, SLUSH PUPPiE Distributors, and other internal departments. This role is responsible for placing and tracking purchase orders, resolving order discrepancies, maintaining accurate purchasing records, ensuring timely material availability, and communicating with customers and internal teams. The position also assists with pricing and vendor data maintenance, special project procurement, and warranty or return processing. The Order Processing Specialist collaborates with internal teams and external vendors to support efficient material flow and operational needs, while also providing backup coverage for other Supply Chain roles as needed. Essential Functions: Manage third-party distributor orders, including submitting and tracking orders. Manage SLUSH PUPPiE distributor orders, including order submission, tracking, and communication to align expectations. Manage the end-to-end J&J Snack Foods equipment ordering process, including tracking approvals, issuing and resending Docusign documents, placing orders with vendors or internal teams, and monitoring each order until customer receipt is confirmed and invoices can be processed. Manage J&J Snack Foods parts, marketing, and tradeshow orders, including equipment pickups, across the customer base, assessing return viability and coordinating pickups or returns as needed. Maintain stock levels for J&J Snack Foods items and initiate replenishment when inventory is low. Submit purchase orders for MRF and POF requests received from ICEE Service Centers. Track vendor shipments, including delays or backorders, and coordinate J&J Snack Foods service calls from initiation through completion, ensuring required documentation is submitted to Customer Service. Conduct purchase order follow-ups and expediting activities to support timely delivery of materials and equipment. Respond to inquiries from Service Center personnel regarding order status, discrepancies, and related issues. Process, match, and reconcile purchase orders and receipts while maintaining accurate records. Maintain organized purchase order files for both pending and completed transactions. Execute purchase orders for assigned commodities in accordance with procurement procedures. Support procurement and coordination of materials for special account installation projects. Provide cross-functional coverage by assisting in other Supply Chain roles as needed. Competencies: End-to-End Order Management Managing approvals, order placement (vendor and internal), tracking, customer receipt confirmation, and invoice readiness. Procurement & Purchase Order Management Creating, processing, matching, reconciling, and filing purchase orders while ensuring compliance with procurement procedures and timelines Vendor & Distributor Coordination Communicating with distributors and vendors, aligning expectations, monitoring order status, and addressing delays or backorders Inventory & Replenishment Management Monitoring inventory levels for parts, marketing materials, and equipment while initiating replenishment to maintain availability. Logistics & Shipment Tracking Coordinating shipments, pickups, and returns, utilizing carrier portals and tracking systems, and managing exceptions such as delays or backorders. Service Coordination Managing J&J Snack Foods service calls from initiation through completion, ensuring required documentation is submitted and service requests are resolved Project & Event Support Assisting with material coordination for special account installations and tradeshow events. Data Management & Reporting Utilizing ERP systems, order portals, Excel/Sheets (lookups, pivots, filters), and reporting tools to track orders, inventory levels, and purchasing activity Documentation & Workflow Tools Managing purchasing records and documentation, including Docusign workflows and maintaining accurate digital or hard copy files. Education and Experience: High School diploma or equivalent required Supply Chain experience preferred. Pay from: $22/hour. Pay is based on experience, education, skills, training, and certifications. Benefits: The role includes base salary, Health/Dental/Vision Insurance, life Insurance, Paid Time-off, 401(K), and Stock Purchase Plan. EEO Statement: ICEE is an equal opportunity employer and prohibits discriminatory employment actions against, and treatment of, employees and applicants for employment based on actual or perceived Federal, State and local laws that prohibit employment discrimination on the basis of race, color, age, national origin, ethnicity, alienage, religion or creed, gender, gender identity, pregnancy, marital status, sexual orientation, citizenship, genetic disposition or characteristics, disability or veteran's status, sex offenses, prior record of arrest or conviction, genetic information or predisposing genetic characteristic, status as a victim or witness of domestic violence, sex offenses or stalking and unemployment status.
The Order Processing Specialist supports daily purchasing and materials management activities for ICEE Service Centers, J&J Snack Foods, SLUSH PUPPiE Distributors, and other internal departments. This role is responsible for placing and tracking purchase orders, resolving order discrepancies, maintaining accurate purchasing records, ensuring timely material availability, and communicating with customers and internal teams. The position also assists with pricing and vendor data maintenance, special project procurement, and warranty or return processing. The Order Processing Specialist collaborates with internal teams and external vendors to support efficient material flow and operational needs, while also providing backup coverage for other Supply Chain roles as needed. Essential Functions: Manage third-party distributor orders, including submitting and tracking orders. Manage SLUSH PUPPiE distributor orders, including order submission, tracking, and communication to align expectations. Manage the end-to-end J&J Snack Foods equipment ordering process, including tracking approvals, issuing and resending Docusign documents, placing orders with vendors or internal teams, and monitoring each order until customer receipt is confirmed and invoices can be processed. Manage J&J Snack Foods parts, marketing, and tradeshow orders, including equipment pickups, across the customer base, assessing return viability and coordinating pickups or returns as needed. Maintain stock levels for J&J Snack Foods items and initiate replenishment when inventory is low. Submit purchase orders for MRF and POF requests received from ICEE Service Centers. Track vendor shipments, including delays or backorders, and coordinate J&J Snack Foods service calls from initiation through completion, ensuring required documentation is submitted to Customer Service. Conduct purchase order follow-ups and expediting activities to support timely delivery of materials and equipment. Respond to inquiries from Service Center personnel regarding order status, discrepancies, and related issues. Process, match, and reconcile purchase orders and receipts while maintaining accurate records. Maintain organized purchase order files for both pending and completed transactions. Execute purchase orders for assigned commodities in accordance with procurement procedures. Support procurement and coordination of materials for special account installation projects. Provide cross-functional coverage by assisting in other Supply Chain roles as needed. Competencies: End-to-End Order Management Managing approvals, order placement (vendor and internal), tracking, customer receipt confirmation, and invoice readiness. Procurement & Purchase Order Management Creating, processing, matching, reconciling, and filing purchase orders while ensuring compliance with procurement procedures and timelines Vendor & Distributor Coordination Communicating with distributors and vendors, aligning expectations, monitoring order status, and addressing delays or backorders Inventory & Replenishment Management Monitoring inventory levels for parts, marketing materials, and equipment while initiating replenishment to maintain availability. Logistics & Shipment Tracking Coordinating shipments, pickups, and returns, utilizing carrier portals and tracking systems, and managing exceptions such as delays or backorders. Service Coordination Managing J&J Snack Foods service calls from initiation through completion, ensuring required documentation is submitted and service requests are resolved Project & Event Support Assisting with material coordination for special account installations and tradeshow events. Data Management & Reporting Utilizing ERP systems, order portals, Excel/Sheets (lookups, pivots, filters), and reporting tools to track orders, inventory levels, and purchasing activity Documentation & Workflow Tools Managing purchasing records and documentation, including Docusign workflows and maintaining accurate digital or hard copy files. Education and Experience: High School diploma or equivalent required Supply Chain experience preferred. Pay from: $22/hour. Pay is based on experience, education, skills, training, and certifications. Benefits: The role includes base salary, Health/Dental/Vision Insurance, life Insurance, Paid Time-off, 401(K), and Stock Purchase Plan. EEO Statement: ICEE is an equal opportunity employer and prohibits discriminatory employment actions against, and treatment of, employees and applicants for employment based on actual or perceived Federal, State and local laws that prohibit employment discrimination on the basis of race, color, age, national origin, ethnicity, alienage, religion or creed, gender, gender identity, pregnancy, marital status, sexual orientation, citizenship, genetic disposition or characteristics, disability or veteran's status, sex offenses, prior record of arrest or conviction, genetic information or predisposing genetic characteristic, status as a victim or witness of domestic violence, sex offenses or stalking and unemployment status.