Manufacturing Coordinator (Sourcing & Purchasing) — Virtual Assistant

About the role
Una Care Products is hiring a Manufacturing Coordinator to support supplier sourcing, quotation gathering, purchasing coordination, and order follow-up. You'll be the main point of contact with our suppliers on pricing, availability, lead times, samples, and order status, and you'll help compare supplier options, prepare purchase orders, track open orders, and keep our supplier and pricing records current. You'll also support our Client Relations team with new client lead intake and onboarding communication.

This role reports to our Client Relations Manager and works closely with our Lab team on sourcing approvals and documentation.

What you'll do
Sourcing and supplier management
Monitor and respond to supplier emails on pricing, availability, quotations, and order updates
Follow up with suppliers by email and phone on pricing, stock, lead times, samples, and shipping
Compare supplier pricing and sourcing options to find the best fit on cost and business need
Handle RFQs: contact suppliers, collect quotations, and organize pricing comparisons
Negotiate raw material (RM) pricing, and loop in the Client Relations Manager when a negotiation needs a second voice
Confirm suppliers provide all documents and follow all protocols our Lab team requires
Purchasing and order tracking

Prepare purchase orders with complete, accurate detail, including INCI names from the Lab
Track every order from request through delivery, and flag delays early
Route POs to the Client Relations Manager for approval before submission
Match invoices against original POs and flag any discrepancy immediately
Records and reporting

Keep supplier, pricing, quotation, and order history organized and current in Notion
Maintain a clean email filing system and organized Drive folders
Send a daily end-of-day summary of completed work, open items, and issues
Flag stock shortages or supply risks as soon as you spot them
Client communication

Add new client leads to Notion and send the intro email package (new client form and NDA)
Schedule 15-minute intro calls via Google Meet with the Client Relations Manager
Keep client communication records current

What you'll need
Fluent written and spoken English
Prior experience in sourcing, procurement, purchasing, or supply coordination
Available Monday through Friday, 8:00 AM to 5:00 PM Eastern Time
Working knowledge of Notion and Google Workspace (Docs, Sheets, Drive, Meet)
Willing to run Hubstaff during work hours for time tracking, and to be reachable on Zoom or Google Meet during business hours
Strong numerical aptitude, including unit-of-measure conversions across metric and standard systems (weight and volume)
Reliable high-speed internet and a backup plan for power or connectivity outages
A quiet, professional space for calls and video meetings
Prior experience as a virtual assistant supporting a US-based company is a plus
Willing to sign a confidentiality and non-disclosure agreement, given this role's access to supplier pricing, vendor accounts, and client information