Sourcing Assistant

Under the supervision of the Import Purchasing/Sourcing Manager, the person will be a liaison between the Design Department and Purchasing Department to efficiently request quotes from appropriate vendors, request information and samples from domestic and international vendors. The person will maintain shared worksheets and ensure they are accurate.

Qualifications: To excel in this role, the individual must maintain a positive and professional demeanor when interacting with vendors and other departments. They should be a strong team player, capable of multitasking, and adaptable to changing circumstances. Being well-organized, self-motivated, and able to meet deadlines is crucial. Additionally, the person should be able to take the lead on accounts and projects, and be proficient in Excel and email applications. International travel may be required and a valid, unexpired US passport is required.

Priority Duties and Responsibilities:

Vendor Communication

• Send out new requests and follow up on missing ETAs with vendors.
• Reply to ready images after daily review with design team.
• Respond to vendor questions resulting from Sourcing Requests – sending additional photos, measurements, swatch samples, etc.
• Send files to vendor (i.e. artwork), when appropriate.
• When samples arrive, review them with the design team. After review, take all feedback and relay back to the vendor and note information on sourcing log.
• Accurately communicate information from the Design Department to Vendors and vice versa.
• Convey a sense of urgency, when necessary.

Maintain Sourcing Log

• Input notes, ready image approvals and ETAs on daily basis.
• Save images to appropriate sourcing request(s).

Customer Presentations Recaps

• Attend recap meetings.
• Process all recap requests – requesting needed samples, creating graphic and pak requests.
• Create recap logs.
• Secure swatch samples needed to mail off for reference in sample development.
• Make sure vendors clearly understand timelines and deadlines around recap meetings to ensure samples arrive in time for customer review and consideration.
• Be in constant communication with Design Department on pending requests.
• Work with Compliance and Purchasing on recap items.

Sourcing Requests

• Be consistent with requesting quotes from domestic and international vendors.
• Prepare, create and gather all information needed to create Sourcing Requests. Make sure requests include all information such as quantity, color, account and needed testing.
• Using given resources, research appropriate vendors to send Sourcing Requests.
• Working with Purchasing and Compliance, research appropriate vendors that will pass social audits and are okay for use in specific wholesale account presentations.
• Creating Packaging requests for the development of box ideas and concepts
• Creating Graphic requests for the development of art being sent to China.

Team Communication

• Relay time sensitive information from vendors to design team.
• Help problem solve with the Purchasing Department to help negotiate pricing
• Work in tandem with Purchasing/Sourcing Manager with daily and long-term projects
• Assist with the organization of swatches for designer use

Customer Commitments

• Tag original samples at time of commits
• Work with Purchasing Manager to provide accurate size container to product Opt for VFI creation.
• Enter and maintain information on Assortment Plan worksheet at time of Distro.

Administrative and Other Responsibilities:

• Maintain appropriate level of professionalism (especially when interacting with vendors & other departments).
• Monitor sample processing area. Lead weekly clean up.
• Monitor sample storage areas. Facilitate clean up with design and sourcing team when needed.
• Support Purchasing and Sourcing Managers, Sourcing & Design teams.
• Initiate and assist with new projects.
• Maintaining spreadsheets in an accurate manner
• Maintains Master Vendor List

Knowledge, Skills and Abilities:

• Excel skills
• Multi-taking
• Customer Service

Typical Working Conditions:

• Mainly in an office environment with some exposure to busy warehouse and production areas.
• Ability to travel internationally and has a valid unexpired US passport.

Education:

• Minimum 2 year college graduate & prior experience with Procurement in Asian markets.

Experience:

• Previous experience in an office environment required.
• Prior Sourcing/Procurement or Purchasing experience a plus.
• Previous experience with Asian markets & suppliers is preferred.