Vendor Calling

Vendor Order Fulfilment & Coordination Specialist About the Role We are looking for a highly organised and proactive Vendor Order Fulfilment & Coordination Specialist to support an established US-based e-commerce operation. Customers place orders through the online platform, and orders are then routed to the relevant vendors who are responsible for preparing and shipping the products directly to customers. The successful candidate will be responsible for actively following up with vendors, tracking outstanding orders, and ensuring products are fulfilled and dispatched on time . This is a communication-heavy role requiring someone who is persistent, detail-oriented, and comfortable holding vendors accountable. Key Responsibilities Monitor customer orders placed through the online ordering platform. Review orders assigned to vendors and ensure they have received and acknowledged them. Proactively follow up with vendors to confirm orders are being processed. Chase vendors for updates where no feedback or confirmation has been received. Confirm vendors have the required stock and capacity to fulfil orders. Ensure vendors are meeting expected fulfilment and dispatch timelines. Follow up on delayed, missed, or outstanding orders and escalate issues where necessary. Identify vendors who frequently miss orders or fail to provide timely updates and maintain closer communication with them. Re-establish communication with vendors who have had lower order volumes or have not been contacted recently. Maintain accurate records of vendor responses, order status, expected dispatch dates, and outstanding issues. Communicate any potential delays or fulfilment problems internally. Build and maintain positive, professional relationships with vendors. Ensure customers' orders move through the fulfilment process efficiently and on time. Follow up persistently but professionally until outstanding orders are resolved. Requirements Excellent written and verbal communication skills. Strong follow-up and relationship-management abilities. Highly organised and detail-oriented. Proactive rather than waiting for vendors to provide updates. Comfortable making repeated follow-ups and holding suppliers accountable. Strong administrative and order-tracking skills. Ability to manage multiple vendors and orders simultaneously. Good problem-solving skills and the ability to identify potential fulfilment issues early. Professional, confident, and friendly communication style. Comfortable working independently in a remote environment. Experience in vendor coordination, order fulfilment, e-commerce, customer service, procurement, logistics, or administration would be advantageous. Ideal Candidate The ideal person is a persistent and highly organised coordinator who doesn't simply send an email and wait for a response. They actively monitor orders, chase outstanding vendors, ask the right questions, and keep following up until they have confirmation that an order has been fulfilled and dispatched. They should be comfortable saying, We still haven't received an update on this order—can you please confirm the status and dispatch date? while maintaining a positive relationship with the vendor. Working Hours Monday – Friday 4 hours per day Afternoon US time Friday afternoon – flexible Key Success Measures Orders are acknowledged by vendors promptly. Vendors consistently meet fulfilment and dispatch deadlines. Outstanding orders are followed up before they become customer complaints. Missed or delayed orders are identified quickly. Vendor communication remains consistent and professional. Accurate order-status records are maintained.