Job Description

Job title: Order Processing Specialist

Department: Operations

Reports to: Operations Manager

About Us

Optimum RX Lens Specialists is one of the fastest-growing, employee-owned companies in the UK optical industry. We proudly manufacture high-quality spectacle lenses and partner with opticians nationwide to deliver exceptional products and outstanding service.

Role purpose

The Order Processing Specialist is responsible for the accurate, timely and consistent handling of spectacle lens orders from receipt through to release into production. The role is operational and admin-focused, working mainly with internal systems and teams to keep jobs moving efficiently through the lab. Any external contact is limited to clarifying order information needed to process work correctly.

Key responsibilities

1. Order intake and validation

Receive and log incoming orders from all channels (email, EDI/portal, phone instructions from colleagues).

Check prescriptions, lens specifications, frame details, glazing instructions, pricing and delivery information for completeness and consistency.

Apply lens calculation principles to verify prescription feasibility, lens thickness, base curves and finished lens parameters before booking.

Calculate or validate centre thickness, edge thickness and minimum blank size requirements for the specified prescription, material and frame dimensions.

Identify missing or conflicting information and take appropriate action (query, hold, or return to originator) in line with set rules.

Apply correct pricing, discounts and service levels according to agreed matrices and authorisations.

2. Data entry and system updates

Accurately enter orders into the order management / lab system using the correct codes, workflows and priorities.

Input calculated lens parameters into production fields to ensure correct surfacing and blocking.

Maintain up-to-date records for each job, including status, changes, remakes and cancellations.

Use Microsoft Outlook, Excel and Word for order trackers, basic reporting and internal communication.

Perform routine data quality checks on open orders, closed orders and system fields to reduce errors.

3. Workflow monitoring and coordination

Monitor work in progress, queues and backlogs; highlight bottlenecks or unusual patterns to the Operations Manager.

Adjust priorities on jobs when instructed (e.g. urgent work, reworks) and update system statuses accordingly.

Liaise with lab, glazing, quality control and despatch teams to resolve operational issues affecting throughput.

4. Information clarification

Contact practices or nominated contacts to query amendments, clarify missing or unclear order information (e.g. PDs, heights, frame details).

Communicate in a clear, factual and concise way focused on obtaining the data required to process the job.

Log all clarifications and changes in the order system so the job history is complete and auditable.

Escalate any matters outside order information (e.g. complaints, commercial queries) to the commercial team.

5. Quality, compliance and continuous improvement

Work to defined KPIs for accuracy, right-first-time rate and processing turnaround.

Follow all standard operating procedures (SOPs), work instructions and authorisation limits related to order handling.

Handle patient and practice information in line with data protection and confidentiality expectations.

Feedback recurring issues, common errors and system gaps to the Operations Manager to support process improvement.

Skills, experience and behaviours

Essential

Experience in an operational, administrative or order processing role in a production, logistics or similar environment.

Strong IT skills, including confident use of Microsoft Outlook, Excel and Word, and the ability to learn new systems.

High level of accuracy, attention to detail and speed when working with numeric and text data.

Ability to understand and apply basic lens calculation principles (or willingness to learn): centre and edge thickness, base curve selection, blank sizing and decentration.

Structured, methodical approach to work, with good organisation and time management.

Comfortable working to defined processes, targets and deadlines.

Desirable

Experience specialist order management systems.

Experience in optical, medical or other technical manufacturing settings.

Working knowledge of spectacle prescriptions, lens materials, refractive index and optical calculations.

Familiarity with lens surfacing terminology (freeform, blocking, generating, polishing) and production workflows.

Why Join Us?

Be part of a passionate, supportive, and employee-owned team, where every voice matters

Work in a fast-growing, innovative company at the forefront of the optical industry

Develop your skills with ongoing training, mentoring, and opportunities to take on new challenges

Enjoy a friendly, collaborative environment where your contributions make a real impact

Experience the satisfaction of helping shape outstanding customer experiences that truly make a difference

Benefit from career progression opportunities, recognition, and a culture that rewards initiative and excellence.

If you're enthusiastic and love delivering excellence while learning, growing, and going the extra mile, we'd love to hear from you!

Job Types: Full-time, Permanent

Pay: 13.45 per hour

Expected hours: 37.5 per week

Benefits:

Canteen Company pension Cycle to work scheme Employee discount Free parking Gym membership On-site parking
Work Location: In person