Vendor Communications Coordinator

Vendor Communications Coordinator Location: Fullerton, CA | On-site | Full-Time About Us: Stately is a stylist-curated clothing service. We are currently searching for a Data Entry Specialist to work on-site at our Fullerton, CA headquarters within our Operations division. About the Role: We're looking for a highly organized, detail-driven communicator to own vendor relationships from the moment a purchase order is placed through the moment it ships. This role is the single point of contact for our vendors, managing everything from initial documentation requests to shipping coordination, while keeping our internal teams aligned and informed every step of the way. This is a high-visibility, cross-functional role that sits between our purchasing/routing function and our buying team. You'll be the person who makes sure nothing falls through the cracks, vendors get consistent, professional communication, and internal stakeholders always know exactly where things stand. What You'll Do Own all vendor-facing communication, end to end: requesting product data sheets, images, and compliance documentation; following up on shipment status and delays; coordinating shipping paperwork and carrier confirmations with vendors. Vendors work with one consistent point of contact throughout the entire order lifecycle. Manage a high-volume shared email inbox: keep it organized, ensure nothing goes unanswered, and build a labeling/tracking system so status is always clear at a glance. Maintain a live, accurate tracking system (project management board or equivalent) reflecting current status on every active order, with critical changes (delays, split shipments, extensions) logged as soon as they're known. Serve as the connective bridge between our purchasing/routing team and our buying team, proactively surfacing what needs to happen so both sides can move quickly without unnecessary back-and-forth. Track outstanding requirements on any given order (product data, images, compliance forms, invoices), follow up directly with vendors to close gaps, and keep that status visible to the broader team well ahead of deadlines. Run regular check-ins with cross-functional partners to keep information flowing proactively in both directions, rather than reactively. What We're Looking For: Exceptional organizational skills, you can build and maintain a tracking and labeling system from scratch and keep it running cleanly under volume. Inbox management expertise, comfortable owning a high-traffic shared inbox and keeping it genuinely current, not just responded-to. Strong written and verbal communication skills, able to follow up persistently and professionally without creating friction, and translate urgency into clear, actionable requests. Comfortable working cross-functionally across multiple teams and priorities, acting as a connector and coordinator rather than an individual contributor on a single workstream. Proactive mindset, someone who catches and resolves issues early rather than waiting for them to become urgent. Prior experience in vendor management, purchasing/procurement coordination, logistics, supply chain, account management, or a similarly communication-heavy operations role is a strong plus. Relevant Tools & Software Experience (Any of the Following a Plus) Project management / tracking platforms: Monday.com, Asana, ClickUp, Trello, Smartsheet, Airtable, or similar. Email and productivity suites: Google Workspace (Gmail, Sheets, Drive) or Microsoft 365 (Outlook, Excel). Team communication tools: Slack, Microsoft Teams. Shared inbox / helpdesk tools: Front, Zendesk, Help Scout, or similar (a plus, not required). ERP or inventory/purchasing systems: Odoo, NetSuite, SAP, or similar (a plus, not required). File sharing tools: Dropbox, Google Drive, WeTransfer. Who You'll Work With This role is cross-functional by design, you'll work daily with vendors as their primary point of contact, with our buying/merchandising team to keep purchasing moving, a…

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