Administrative Assistant

Program Specialist – Vendor Direct

Location: Richardson, TX
Work Arrangement: 100% Onsite
Contract Duration: 6 months to start, with potential for conversion based on performance and future headcount availability

Position Overview

The Program Specialist will support the growth and day-to-day operations of the Vendor Direct program , a drop-ship and non-stock product fulfillment channel.

This is a tactical, execution-focused position responsible for monitoring requests from Sales, coordinating with vendors and suppliers, creating quotes, processing order-related information, and communicating updates back to Sales teams.

The ideal candidate has experience in sales support, order management, quoting, purchasing, sourcing, or vendor coordination and is comfortable managing multiple requests in a fast-paced environment.

Key Responsibilities

Sales & Vendor Support

• Monitor and manage incoming requests from Sales teams.
• Partner with Sales and external suppliers to fulfill product and order requests.
• Gather required product, pricing, vendor, and order information and communicate details back to Sales.
• Coordinate with vendors regarding product availability, pricing, quotes, and fulfillment.
• Support vendor and supplier contracts and associated documentation.
• Create and process quotes accurately and within established timelines.
• Maintain effective communication between Sales, vendors, suppliers, and internal business partners.

Order & Fulfillment Management

• Support bulk, drop-ship, and non-stock fulfillment models .
• Assist with sourcing and placing orders with suppliers.
• Process and maintain purchase orders, quotes, invoices, and related supplier documentation.
• Ensure orders and requests contain complete and accurate information.
• Partner with Supply Chain teams to research and resolve order discrepancies.
• Monitor outstanding issues through resolution and support efficient order closeout.
• Manage multiple requests and priorities while meeting established deadlines.

Product & Supplier Data

• Maintain accurate supplier information and documentation.
• Ensure product catalog information and pricing remain accurate and current.
• Review order, product, and supplier data for discrepancies.
• Maintain organized records related to vendors, quotes, purchase orders, invoices, and fulfillment activities.
• Quickly learn new products, processes, systems, and supplier requirements.

Required Qualifications

• High school diploma or equivalent.
• 1+ years of experience in one or more of the following:
  • Administrative support
  • Customer service
  • Sales support
  • Order management
  • Quoting
  • Invoicing
  • Purchasing
  • Sourcing
  • Vendor or supplier coordination
• Strong attention to detail and accuracy.
• Experience processing or reviewing quotes, purchase orders, invoices, or supplier documentation.
• Ability to manage multiple requests and competing priorities in a fast-paced environment.
• Strong analytical and problem-solving skills.
• Ability to identify and resolve order or data discrepancies.
• Strong organizational and documentation skills.
• Ability to learn new systems and processes quickly.
• Proficiency with Microsoft Office Suite .

Preferred Qualifications

• Experience with SAP or a comparable ERP system.
• Previous purchasing, procurement, or sourcing experience.
• Experience placing and tracking orders with vendors or suppliers.
• Experience supporting Sales or Supply Chain teams.
• Familiarity with drop-ship, non-stock, or direct-fulfillment models .
• Associate degree in Business, Supply Chain, Accounting, or a related field.