Not everything is worth automating. And things that deal with people's choices specifically are never easy to automate. Hire a part time office manager/assist

Not everything is worth automating. And things that deal with people's choices specifically are never easy to automate. Hire a part time office manager/assistant, or full time if you can justify it for other tasks too. Or hand off the task to a different person each week to handle the selection and ordering. This way it is a shared pain and people will do their best to make it not painful on their teammates.