Key Responsibilities and Required Skills for Vendor Assistant

🎯 Role Definition

As a Vendor Assistant, you are the backbone of our procurement and supply chain operations. You will play a critical role in managing the end-to-end vendor lifecycle, from onboarding and order placement to invoice processing and relationship management. This position is perfect for a highly organized and detail-oriented professional who thrives on ensuring smooth, efficient, and cost-effective partnerships with our valued suppliers. You will be the central communication hub, liaising between our internal teams and external vendors to guarantee operational excellence and support the company's strategic goals.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant
Data Entry Clerk
Customer Service Representative

Advancement To:

Procurement Coordinator
Junior Buyer
Vendor Specialist
Supply Chain Analyst

Lateral Moves:

Accounts Payable Specialist
Logistics Coordinator

Core Responsibilities

Primary Functions

Maintain and meticulously update the vendor master database with current information, including contact details, banking information, and compliance documents.
Act as a central point of contact for all vendor communications, professionally handling inquiries regarding order status, payments, and onboarding.
Prepare, issue, and track purchase orders from creation to final delivery, ensuring accuracy in product specifications, quantities, and pricing.
Diligently monitor open purchase orders to guarantee timely fulfillment and proactively communicate any potential delays to relevant internal stakeholders.
Process and verify vendor invoices against purchase orders and receiving documents, identifying and resolving any discrepancies before payment processing.
Collaborate closely with the Accounts Payable team to ensure timely and accurate payment to vendors, helping to maintain positive financial relationships.
Support the vendor onboarding process by collecting, verifying, and filing essential documentation such as W-9s, certificates of insurance, and NDAs.
Assist senior procurement staff in sourcing and evaluating new potential vendors based on cost, quality, and reliability criteria.
Help manage and organize vendor contracts and pricing agreements, ensuring all documentation is up-to-date and accessible.
Generate and distribute regular reports on key procurement metrics, including vendor performance, spend analysis, and order cycle times.
Resolve vendor-related issues, discrepancies, and disputes promptly and effectively, escalating complex problems when necessary.
Coordinate logistics with vendors and freight carriers to schedule inbound shipments and track their progress to our facilities.
Assist in monitoring inventory levels and support the replenishment process by identifying needs and initiating purchase requisitions.
Conduct market research to stay informed about new suppliers, products, and industry trends to support strategic sourcing initiatives.
Support vendor performance reviews by gathering data, preparing materials, and documenting outcomes.
Ensure all procurement activities are conducted in strict compliance with company policies, ethical standards, and legal requirements.
Maintain organized and comprehensive digital and physical filing systems for all procurement-related documentation.
Liaise with internal departments, such as warehouse, quality assurance, and finance, to ensure a seamless procure-to-pay process.
Assist in the preparation of Request for Proposals (RFPs) and Request for Quotations (RFQs) to be sent to potential suppliers.
Manage sample requests from vendors, track their delivery, and coordinate evaluation with the appropriate internal teams.

Secondary Functions

Provide general administrative support to the procurement and supply chain department as needed.
Participate in system data cleanup and maintenance projects to ensure the integrity of procurement and vendor data within ERP systems.
Collaborate with business units to translate data needs into engineering requirements.
Participate in sprint planning and agile ceremonies within the data engineering team.
Assist with special projects and initiatives within the supply chain and operations team.
Contribute to process improvement initiatives by identifying inefficiencies in the vendor management workflow.

Required Skills & Competencies

Hard Skills (Technical)

High proficiency in Microsoft Office Suite, particularly Excel (VLOOKUP, pivot tables, data sorting).
Hands-on experience with ERP or procurement software (e.g., SAP, Oracle, Coupa, NetSuite).
Fast and accurate data entry and typing skills.
Solid understanding of procurement fundamentals, including purchase orders, invoicing, and the procure-to-pay cycle.
Experience in managing and maintaining large databases of vendor information.
Familiarity with basic contract management and documentation.

Soft Skills

Exceptional organizational skills with the ability to manage multiple priorities simultaneously.
Strong and professional written and verbal communication skills.
Meticulous attention to detail and a high degree of accuracy in all work.
Proactive problem-solving abilities and a resourceful mindset.
Strong interpersonal skills for building and maintaining positive vendor and internal relationships.
Ability to work effectively both independently with minimal supervision and as a collaborative team member.
Resilience and composure when handling disputes or navigating tight deadlines.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's or Bachelor's Degree.

Relevant Fields of Study:

Business Administration
Supply Chain Management
Finance or Accounting

Experience Requirements

Typical Experience Range: 1-3 years in an administrative, procurement, or supply chain support role.

Preferred: Direct experience in a role such as Procurement Assistant, Buying Assistant, or Vendor Coordinator is highly advantageous. Experience in a manufacturing, retail, or distribution environment is a plus.