Job Overview
We are seeking a methodical and highly organized Order Processing Admin to join our Operations team. In this role, you will be responsible for managing the end-to-end lifecycle of client orders, from initial verification and financial checks to supplier coordination and final invoicing. The ideal candidate thrives when managing multiple software platforms simultaneously and possesses an exceptional eye for detail, ensuring no step in our operational process is missed.

Schedule: Monday to Friday, flexible between the client's business hours from 8:00 AM to 5:00 PM, Leeds, UK time (6 hours per day/ 30 hours per week) 

Key Responsibilities

• Process and log new client orders accurately across internal systems such as Smartsheet, Pipedrive, Eworks, Xero, and Sales to Invoice.
• Review design documentation and order details to ensure absolute accuracy before processing.
• Conduct financial and account checks, including reviewing retention clauses, deposit requirements, and payment approvals.
• Raise upfront invoices, manage deposits, and coordinate closely with the Finance team before releasing orders.
• Set up jobs in Eworks, including pricing validation, product allocation, installation details, and document management.
• Maintain profitability targets by checking gross profit margins and escalating pricing discrepancies when required.
• Raise and manage supplier purchase orders, source alternative products for stock shortages, and monitor supplier lead times.
• Coordinate delivery schedules, job assignments, and operational handovers with internal teams.
• Communicate proactively with clients regarding order updates, delays, confirmations, and next steps.
• Finalize invoicing in Xero, including setting up recurring invoices for rental and maintenance contracts.
• Maintain accurate tracking records and ensure all operational checklists and trackers are meticulously updated throughout the process.

Skills and Experience

Essential

• Organization & Detail: Highly organized with elite attention to detail. You will manage multiple live orders simultaneously where nothing can be missed.
• Tech-Savvy: Comfortable working across several systems at once and picking up new software quickly.
• Communication: Strong written and verbal communication skills for daily liaison with clients, suppliers, and internal teams.
• Financial Literacy: Comfortable with numbers and basic financial processes, including invoicing and cost-checking.
• Process-Driven: A methodical, step-by-step approach to work. You follow established processes carefully and flag anomalies early.
• Adaptability: Ability to prioritize tasks effectively and adapt quickly when operational priorities shift.
• Experience: Proven background in an administrative, operations, or project coordination role.

Desirable

• Previous hands-on experience with Eworks, Xero, Pipedrive, or Smartsheet.
• Experience in a similar operations or order processing environment (ideally within interior design, horticulture, facilities, or a product-based business).
• Familiarity with purchase order (PO) processing and supplier management.
• Experience raising and managing client accounts inside a dedicated accounting system.

Systems You Will Use

System	How it is used in this role
Eworks	Primary job management system. Used to create/manage jobs, raise purchase orders, add appointments, print delivery notes, and push data to Xero.
Xero	Accounting system. Used to finalize invoices, update account codes, and set up repeating invoices for rental and maintenance contracts.
Pipedrive	CRM platform. Used to mark deals as "Won" when orders are received, or manually create new deals for non-quoted orders.
Smartsheet	Order Processing Log. Used to log every incoming new order immediately upon receipt.
Sales to Invoice	Shared tracking spreadsheet used to organize orders by installation month for financial reporting.
PO Tracker	Shared tracking spreadsheet used for logging and monitoring the live status of all supplier purchase orders.
Pending Payments Excel	Shared spreadsheet used to track deposit invoices currently awaiting payment confirmation.
Activity Tracker	Excel checklist (Order Processing Checklist) used alongside Eworks on every order to ensure compliance with company SOPs.

How We Work (Our Culture)

• Refreshingly Honest: We say what we mean and expect the same transparency from you.
• Naturally Caring: We care deeply about our clients, our plants, and each other.
• Process-Oriented: We follow our processes because they work, and we actively improve them when they do not.
• Proactive Communicators: We communicate clearly and early, especially when something goes wrong.
• Detail-Obsessed: We take pride in the micro-details because, in this role, the details are everything.

Note: This job description provides an overview of the role and is not exhaustive. Duties and responsibilities may evolve in line with the operational needs of the business.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health insurance coverage for eligible locations

Note

• Please click the Apply button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.