Sourcing Coordinator (Promotional & Experiential Marketing)

Job Summary The Sourcing Coordinator supports the sourcing and production functions by executing administrative, coordination, and tracking responsibilities across vendor management, production timelines, and inventory support. This role ensures sourcing workflows run smoothly by maintaining accurate documentation, coordinating communication between teams, and supporting on‑time, on‑budget delivery of physical campaign assets. Essential Duties, Functions, and Responsibilities Support Gratsy’s sourcing team with day‑to‑day coordination of production and vendor activities across multiple campaigns. Create and maintain organized project documentation including quotes, purchase orders, timelines, and production trackers. Build and update spreadsheets to track vendor pricing, production timelines, and shipment status. Ensure all sourcing data is accurate, up to date, and easily accessible for cross‑functional teams. Coordinate with vendors to collect quotes, timelines, proofs, and order confirmations. Follow up consistently with vendors to ensure deadlines are met and information is complete. Support onboarding new vendors by collecting required documentation and organizing records. Assist in tracking production schedules to ensure all items are delivered on time and aligned with campaign timelines. Partner with Warehouse and Operations to track incoming shipments, inventory levels, and asset movement. Help identify discrepancies in orders, shipments, or inventory and expedite resolution. Support cost tracking by organizing quotes and invoices for review by Sourcing leadership. Assist in maintaining a vendor database and product library for future sourcing efficiency. Communicate clearly with internal teams to provide updates on order status, risks, or delays. Take ownership of assigned tasks and ensure completion with accuracy and timeliness. Adapt quickly to shifting priorities and support multiple projects simultaneously. Represent Gratsy’s brand and values with clients, vendors, and partners. Education & Related Experience Required High school diploma or equivalent required; Bachelor’s degree preferred. 2+ years of experience in coordination, admin, operations, or related fields. Strong Excel and Outlook skills preferred. Knowledge, Skills, and Abilities Basic proficiency in spreadsheet programs (Excel/Google Sheets) with simple formulas, data entry, and organization. Strong attention to detail with ability to accurately track orders, SKUs, and vendor information. Clear and professional written and verbal communication skills. Ability to follow defined processes and execute tasks with consistency and accuracy. Strong time management and ability to handle multiple small tasks simultaneously. Coachable mindset with openness to feedback and direction. Ability to stay organized in a fast‑paced, deadline‑driven environment. Basic problem‑solving skills (asking questions, escalating when needed). Team‑oriented mindset with willingness to support cross‑functional partners. A valid driver’s license and eligibility for Gratsy’s insurance coverage. Physical Requirements The position requires frequent sitting, talking, hearing, and seeing using close or distance vision, and use of hands to touch, grasp, or type. Employees may occasionally be required to reach with their hands, walk, and lift or move objects up to 20 pounds. Hand‑eye coordination is necessary to operate computers and office equipment. Travel Some domestic travel may occur, up to but not limited to 10% of any given month. Work Schedule and Location This is a full‑time position performed in an office and warehouse environment. The role works onsite five days per week, based at our HQ in Bentonville, AR and at the Gratsy Fulfilment Center in Lowell, AR, Monday through Friday, 8 a.m. to 5 p.m. Hours may vary based on operational activities; evening and weekend work may be occasionally required. 401(k) Plan Eligible employees can voluntarily participate in Gratsy’s 401(k) plan, where the company matches input dollar‑for‑dollar (100%) up to the first 4% of the employee’s annual salary. Paid Time Off/Company Holidays Eligible employees receive 10 paid observed holidays and an additional 20 days of paid time off (PTO) annually, plus flexible time off during the holiday season. Benefits Two medical plans, including vision and dental options. Company coverage for short‑term disability, long‑term disability, and life insurance. Fringe wellness benefits and other supportive benefits for eligible team members. #J-18808-Ljbffr