Supplier Contact Records Assistant

HRS Talent Solutions; Bakersfield (CA); Remote; USD 51,000 - 55,000; Full time

Job summary

HRS Talent Solutions is seeking a Supplier Contact Records Assistant for a remote, full-time role. You will update approved supplier contact fields in an online vendor directory, verify the source of changes, and flag conflicts to protect data integrity.

This is a training-friendly position with no required procurement experience. You’ll handle reading emails carefully, verifying identifiers, and ensuring updates are properly routed to the requester.

Qualifications

• Experience in office admin, records management, or data entry is beneficial.
• Strong reading comprehension and email etiquette.
• Ability to follow verification routes and update fields accurately.

Responsibilities

• Review approved requests to update supplier contact information.
• Match the request to the correct vendor and location.
• Edit permitted names, email addresses, and nonfinancial contact fields.
• Keep the source and date of a change visible.
• Flag mismatches or unverified requests.
• Route banking or contractual changes to authorized specialists.
• Check that saved details appear correctly in the online directory.

Skills

Customer service

Office administration

Data entry

Attention to detail

Communication

Job description

Supplier Contact Records Assistant

Office Administration Supplier Contact Records

Remote work / Full-time / 51,480-54,600 per year

An office relies on correct supplier details to send routine requests and reach the right representative. 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

A supplier may announce a new service email address. Check whether the notice came through an authorized route and whether it applies to one location or the entire account. If the message includes banking information, do not edit it; send it to the company's financial verification process. If an old representative still appears on a related record, note the inconsistency 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, and confirming routine contact updates to the requesting team. Customer service skills matter in clear replies to colleagues and suppliers, while office administration provides the accurate record. A short change note should identify the source and fields updated without copying a full email chain into a general field.

Regular assignments

• Review approved requests to update supplier contact information.
• Match the request to the correct vendor and location.
• Edit permitted names, email addresses, and nonfinancial contact fields.
• Keep the source and date of a change visible.
• Flag a mismatch, duplicate record, or unverified requester.
• Route banking or contractual changes to authorized specialists.
• Check 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, and a shared mailbox may belong to one branch rather than the entire company. If a message comes from an unfamiliar sender asking for a major contact change, use the verification route. The work is to keep communication flowing while protecting the integrity of the directory.

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. Do not assume a directory edit changes every subscription or workflow automatically.

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.