Mandarin-Speaking Factory And Vendor Coordination Assistant

About the Role

We are looking for a highly organized and proactive Mandarin-Speaking Factory & Vendor Coordination Assistant to support our import operations by communicating directly with Chinese factories and suppliers.

This role will focus on daily follow-ups with vendors, monitoring production readiness, tracking purchase order status, and ensuring timely updates are reflected in internal reports. The ideal candidate is detail-oriented, responsive, and comfortable working with spreadsheets and time-sensitive operational data.

Key Responsibilities

- Communicate regularly with Chinese factories and suppliers regarding:

Production status

Estimated goods readiness

Delays or pending issues

Shipment timing updates

- Follow up on purchase orders and ensure factories provide timely and accurate responses.

- Monitor which orders are ready, pending, delayed, or require escalation.

- Update internal Excel or Google Sheets with supplier responses and current order status.

- Coordinate with the internal team regarding orders that may need to ship earlier, later, or be adjusted based on current priorities.

- Help track mixed purchase orders and identify which items are ready for shipment versus those that may be deferred.

- Escalate urgent factory concerns, delays, or missing information to management.

- Maintain clear, organized records of all vendor communications.

- Perform other related import operations and supplier coordination tasks as assigned.

Qualifications

- Fluent in Mandarin Chinese and English, both written and spoken.

- Strong communication and follow-up skills.

- Highly organized, detail-oriented, and dependable.

- Proficient in Microsoft Excel and Google Sheets.

- Comfortable reviewing operational data, order schedules, and status reports.

- Able to work independently and prioritize urgent items.

Experience in any of the following is strongly preferred:

- Import/export operations

- Purchasing or procurement

- Supplier/vendor coordination

- Sourcing

- Supply chain or logistics support

Work Schedule

This role is expected to follow a split-shift schedule to maintain communication with Chinese factories while also allowing coordination with the internal team.

Tentative schedule:

1:00 PM – 6:00 PM Philippine Time

9:00 PM – 12:00 AM Philippine Time

Schedule may be adjusted slightly depending on operational needs.

Ideal Candidate

The ideal candidate is not only good at following instructions but also capable of understanding data, identifying priorities, and taking initiative to keep factory follow-ups moving efficiently.