Frame Purchasing Specialist/Procurement Associate

About the Company

Our client is a rapidly growing U.S.-based e-commerce eyewear company specializing in designer frames, prescription lenses, and premium optical products. Combining a strong customer-first approach with streamlined online operations, the company delivers high-quality eyewear solutions to customers across the United States and internationally. As the business continues to scale, they are expanding their operations team to support increasing order volumes and enhance the customer experience.

About the Role

We are seeking a highly organized and detail-oriented Optical Purchasing Specialist to manage the purchasing and fulfillment of eyewear products, including both frames and prescription lenses, for customer orders.

This role sits at the center of the order fulfillment process and is responsible for ensuring customer orders move smoothly from purchase to production by coordinating with vendors, tracking inventory availability, and managing back orders.

The role will initially focus heavily on frame purchasing and vendor coordination, with responsibilities expanding to include prescription lens ordering and procurement as the individual becomes proficient in the role and gains familiarity with the company's optical workflows.

Success in this position requires exceptional attention to detail, strong follow-through, and the ability to proactively solve issues when products are unavailable or vendor requirements create exceptions.

Frame purchasing activities are expected to account for approximately 60–70% of the workload initially, with lens procurement responsibilities gradually increasing over time. The role will also have opportunities to cross-train in RX customer service functions to provide additional flexibility and support as the company continues to scale.

Key Responsibilities

• Review incoming customer orders in Shopify and verify frame and prescription order details.

• Place frame orders through vendor portals accurately and promptly.

• Enter customer information and order details into vendor systems as required.

• Ensure all orders comply with vendor-specific purchasing requirements and procedures.

• Learn and eventually manage prescription lens ordering processes and vendor requirements.

• Coordinate frame and lens procurement to ensure orders progress efficiently through production.

Vendor Coordination & Procurement

• Communicate directly with frame and lens vendors regarding product availability, lead times, and order status.

• Monitor vendor inventory and identify potential fulfillment issues before they impact customer orders.

• Follow up on back orders and delayed shipments to ensure timely fulfillment.

• Build strong working relationships with vendors to improve communication and resolution times.

Inventory & Exception Management

• Manage situations where ordered frames or lenses are unavailable, discontinued, or back ordered.

• Research alternative solutions and coordinate internally on replacement options when necessary.

• Understand and manage vendor purchasing rules, including minimum order quantities and bulk purchasing requirements.

• Maintain accurate records of vendor information, order history, and purchasing activity.

Cross-Functional Support

• Coordinate with the RX customer service team regarding order updates and fulfillment timelines.

• Cross-train in RX customer service processes to provide operational flexibility and support during periods of high demand.

• Assist with additional operations and fulfillment tasks as needed.

Required Qualifications

• 2+ years of experience in the optical/eyewear industry.

• Experience with frame ordering, optical order processing, procurement, or vendor coordination.

• Experience using Shopify or similar e-commerce platforms.

• Experience with optical laboratory ordering systems or vendor portals.

• Previous experience ordering ophthalmic lenses or managing RX lens workflows.

• Experience working with inventory management systems.

• Strong attention to detail and organizational skills.

• Excellent written and verbal English communication skills.

• Ability to manage multiple orders, vendors, and priorities simultaneously.

• Comfortable communicating with vendors via phone, email, and vendor portals.

• Strong problem-solving skills and ability to navigate exceptions independently.

• Ability to learn new systems and processes quickly.