Vendor Communications Executive

Job description

We are looking for a highly organised, dependable, and proactive Vendor Communications Executive who communicates clearly and is comfortable taking ownership of day-to-day coordination. You should be responsive and attentive to detail, able to manage multiple deadlines and requests calmly, and confident communicating tactfully with both vendors and internal teams. As we are a lean team, we are also seeking someone who takes initiative and is willing to step in and support the wider team when needed. Working closely with the Vendor Communications Lead and events team, you will help ensure that vendors receive timely, accurate information and support throughout their participation in Boutiques, from registration and event preparation through to event days.

Key Responsibilities

Vendor Communications & Coordination

Serve as a day-to-day point of contact for participating vendors via email, WhatsApp, and phone calls
Respond to vendor enquiries with clear and accurate information on event requirements, deadlines, procedures, and arrangements
Manage reminders and follow-ups for registrations, forms, payments, submissions ,and other event requirements
Check in with vendors at key stages of event preparation and follow through on outstanding matters
Escalate enquiries or issues requiring further input to the appropriate team member
Support online vendor onboarding sessions and respond to vendor queries
Maintain friendly, professional, and timely communication throughout the vendor journey

Event Preparation & Administration

Prepare and manage JotForm forms and submissions
Maintain accurate vendor information, records, and Excel trackers
Monitor outstanding vendor requirements and proactively follow up with vendors
Assist with taking meeting minutes, task tracking, and follow-ups arising from team discussions
Support the wider team with general event coordination

Event-Day Support

Support the Vendor Communications Lead with vendor communications during event days.
Contact vendors regarding outstanding requirements, operational matters, and event-day arrangements
Assist with general vendor queries and direct operational issues to the relevant team members
Provide general on-site support to ensure smooth vendor coordination throughout the event

Partner & Supplier Coordination

Liaise with event partners, suppliers, and other stakeholders when required
Coordinate the sharing of relevant information between vendors, suppliers, and the internal team
Support vendor-related operational requirements and follow-ups

Skills & Requirements

Strong written and spoken English with the ability to communicate clearly and tactfully
Confident communicating with different stakeholders via email, WhatsApp, and phone calls
Highly organised and detail-oriented, with strong administrative and coordination skills
Able to manage multiple tasks, deadlines, and follow-ups simultaneously
Proactive and friendly
Comfortable working independently while keeping the team informed
Proficient in Google Sheets and Docs
Familiar with Jotform, Canva, Figma, and Shopify
Comfortable learning and working with new systems and digital tools
Previous experience in events, customer service, administration, or a similar role is preferred