Vendor Coordinator

Vendor Coordinator

Role Overview

We are looking for a detail-oriented Vendor Coordinator to manage the end-to-end lifecycle of our product manufacturing and supply chain. This role is the primary liaison between our internal Creative and Product Development teams and our external manufacturing partners. The ideal candidate thrives on organization, possesses a "no detail is too small" mentality, and is comfortable managing complex data across multiple platforms (Wrike, Shopify, GS1, and internal databases).

Key Responsibilities

1. Procurement & Vendor Management

• Facilitate the RFQ (Request for Quote) process by submitting detailed spec sheets to vendors.
• Manage purchase orders (POs) from creation to fulfillment, ensuring all artwork, formulas, and case pack specs are accurate.
• Liaise with primary and secondary packaging suppliers (glass, cartons, tubes) to ensure production timelines are met.
• Maintain and update the Master Vendor List and contact database for domestic and international suppliers.

2. Product Data & Compliance

• SKU & UPC Management: Generate new UPCs via GS1, create SKUs in Shopify and Deposco, and maintain the Master SKU Database.
• Regulatory Support: Ensure all incoming products have correct labeling, lot codes, and expiration dates. Collect and organize SDS/MSDS documentation.
• Costing: Update COGS (Cost of Goods Sold) based on new quotes.

3. Quality Control & Proofing

• Coordinate the proofing process for new packaging, managing the flow of physical and digital samples between suppliers and the internal team.
• Verify barcode accuracy (UPC/SKU/Version #) and sign off on final production proofs.
• Audit bills and invoices against POs to ensure pricing and quantities received match internal records.

4. Project Management & Reporting

• Utilize Wrike to track task completion, sample shipments, and creative approvals.
• Maintain real-time trackers for pre-production samples, spec sheets, and PO status.
• Communicate weekly turnovers to the Ops team and participate in weekly production meetings with suppliers.

5. Other Duties 

• Assist with demand and supply planning as needed.
• Assist with ad hoc sales reporting

Qualifications

• Experience: 0-3 years in production, supply chain, or operations (Beauty/Personal Care experience is a major plus).
• Technical Skills: Proficiency with Wrike (or similar project management tools), Shopify, and Excel/Google Sheets. 
• Detail Focused
• Communication: Ability to communicate clearly and effectively with internal and external contacts.
• Analytical Mindset: Comfortable calculating margins, percentages, and verifying complex billings.

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