[Remote] Supply Chain Coordinator - Cosmetics & Perfumes eCommerce-Full time

Posted 4 days ago

We are a fast-growing company specializing in the production and online sale of cosmetics and perfumes through eCommerce. With a dynamic, multinational team of over 20 talented professionals spanning 10+ countries, we bring diverse perspectives and innovation to everything we do.

As one of the leading players in the eCommerce space, we’re not just creating exceptional products – we’re also incubating exciting new brands that redefine the beauty and fragrance industry. Driven by creativity, quality, and a passion for excellence, we connect with customers worldwide to deliver products they love.

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Key Responsibilities

Supplier Coordination for Production Inputs:
- Communicate with external suppliers to follow up on orders for raw materials and components required for our manufacturing partner’s (Supplier’s) production processes, ensuring timely delivery to their facilities.
- Monitor supplier progress, confirm order statuses, and resolve minor issues (e.g., delays or discrepancies) through proactive communication, escalating complex issues to management or outsourced regulatory teams as needed.
Production Order Follow-Up:
- Prepare and submit production orders to our manufacturing Supplier via e-mail, including details like product identification, quantities, and delivery timelines, as outlined in our cooperation agreement.
- Track order progress, confirm acceptance, and ensure execution aligns with agreed timelines (typically 8-12 weeks), communicating any changes or delays promptly.
- Relay documentation (e.g., certifications, product specs) between the Supplier and outsourced regulatory teams, ensuring all parties have necessary information.
Logistics and 3PL Communication:
- Coordinate the collection or shipment of finished products from the Supplier’s warehouse to our designated 3PL (third-party logistics) provider for storage and distribution.
- Maintain regular communication with the 3PL provider to confirm intake schedules, verify proper palletization and labeling, and address any logistical issues (e.g., incorrect shipments or delays).
- Facilitate the transfer of documentation (e.g., WZ documents, logistics labels) to the 3PL, ensuring compliance with storage and distribution requirements.
Process Oversight and Communication:
- Act as the primary point of contact between suppliers, the manufacturing Supplier, and the 3PL provider, ensuring all parties are aligned and processes run smoothly.
- Monitor key milestones (e.g., order placement, production completion, 3PL intake) and provide regular updates to internal teams (e.g., sales, operations) to support business planning.
- Escalate issues like force majeure events, quality concerns, or significant delays to management, ensuring timely notifications (e.g., within 3 days as per contract terms).
Record-Keeping and Reporting:
- Maintain accurate records of orders, communications, and delivery confirmations for at least the warranty period (up to 24 months or shelf life).
- Report on process efficiency (e.g., on-time deliveries, communication bottlenecks) and suggest improvements to streamline operations.
- Support complaint resolution by coordinating with the Supplier and 3PL, securing products for inspection, and relaying information to outsourced regulatory teams.

Qualifications and Skills

Experience: 2–5 years in supply chain coordination, logistics, or operations, preferably in cosmetics, perfumes, or FMCG industries. Experience in eCommerce or working with 3PL providers is a plus.
Language Proficiency: Fluency in Polish and English (both written and verbal) is mandatory to communicate effectively with our Poland-based Supplier and international teams.
Skills: Strong organizational and communication skills, with proficiency in e-mail and basic ERP or order management tools. Ability to manage multiple stakeholders and follow up proactively.
Personal Attributes: Detail-oriented, reliable, and adept at problem-solving in a fast-paced environment. Comfortable working remotely.