Procurement & Order Management Coordinator

STN Incorporated•Pleasanton, CA

12d•$65,000 - $95,000•Onsite

About The Position

We are looking for a detail-oriented Procurement & Order Management Coordinator to join our Client Success Operations team. This role owns end-to-end order processing — from purchase order entry through fulfillment and tracking — and manages vendor purchase orders, pricing requests, and contract documentation. The role also partners closely with our Client Success Managers (CSMs) and Account Managers to request and process renewal quotes on behalf of clients. The ideal candidate is organized, responsive, and confidently work directly with vendors and distributors to keep orders, renewals, and client communications moving smoothly and on time.

Requirements

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.
Candidates must be U.S. Citizens or Permanent Residents. We are unable to provide sponsorship at this time.
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.

Nice To Haves

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.

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.