[Hiring] Supplier Contact Records Assistant @HRS Talent Solutions

Role Description

The Supplier Contact Records Assistant updates approved contact fields in an online vendor directory, checks the source of a change, and flags conflicts. This is a remote office administration role. It does not negotiate prices, approve vendors, or change payment instructions.

• A contact change has boundaries:
• Check whether the notice of a new service email address came through an authorized route.
• Determine if the change applies to one location or the entire account.
• If the message includes banking information, send it to the company's financial verification process.
• Note inconsistencies for the owner rather than deleting historical correspondence.
• A change made in the wrong vendor record can send private details to an unintended recipient.
• The role may include:
• Checking undelivered online messages.
• Comparing a provided list with the directory.
• Confirming routine contact updates to the requesting team.
• Customer service skills matter in clear replies to colleagues and suppliers.
• A short change note should identify the source and fields updated without copying a full email chain into a general field.

Regular assignments include:

• Reviewing approved requests to update supplier contact information.
• Matching the request to the correct vendor and location.
• Editing permitted names, email addresses, and nonfinancial contact fields.
• Keeping the source and date of a change visible.
• Flagging a mismatch, duplicate record, or unverified requester.
• Routing banking or contractual changes to authorized specialists.
• Checking that saved details appear correctly in the online directory.

You do not need procurement experience. Customer service, office administration, records, or accurate data entry would be helpful, and the employer can train a newcomer. You should be comfortable reading emails carefully, checking identifiers, and recognizing when a request exceeds your authority. The company's vendor system and verification path will be taught.

This full-time role has hours confirmed by the employer. A private home office or comparable environment supports vendor information. The employer will confirm systems and schedule.

Supplier records often have separate contacts for general service, orders, and billing. Update only the field covered by the approved request. A new salesperson may not replace the person who handles delivery problems. If a message comes from an unfamiliar sender asking for a major contact change, use the verification route.

A periodic check may compare the vendor list against returned emails. An undelivered message is evidence of a problem, not proof of the correct replacement address. Record it for follow-up.

When the authorized change is complete, make the updated contact visible to teams that rely on it without copying personal details into a general announcement.

A supplier may also ask why an old contact still receives messages. You can acknowledge the issue and check the permitted directory fields, while referring a distribution-list question to its owner.

A well-kept vendor directory saves every team time and reduces repeated misdirected messages.

A supplier may have separate contacts for orders, invoices, and service questions. When a change arrives, check which contact the approved request covers and update only that field. If an email bounces, do not replace it with an address copied from an old thread without verification.

Record the source and date of an authorized change so colleagues know which details are current. A departing contact may require a note to the purchasing owner before an old record can be archived. The goal is a usable directory, not an unsupported guess about the supplier's organization.

Application Guidance

• Show how you verified a contact change or kept a shared list dependable.
• A volunteer, school, or other workplace example can demonstrate those habits.
• Prior supplier management is not expected.
• Candidates moving ahead may be asked to complete the hiring company’s application on its website.
• The team will explain the vendor records handled by the role.