Purchasing and Projects Assistant Manager

COMPANY OVERVIEW

Rare Beauty, based in El Segundo, aims to break down unrealistic standards of perfection. Here at Rare Beauty, we place purpose and social impact at the heart of everything we do—from the products we make to the community we create. We empower our team and our community to challenge beauty norms by shaping positive conversations about self-acceptance and mental health. We promote self-acceptance and give people the tools they need to feel less alone in the world. Our mission is to help everyone celebrate their individuality by redefining what beautiful means. We take pride in offering best-in-class benefits, with medical monthly premiums covered by the Company at 100%, employee certification in mental health first aid at work, regular wellness activities, a quarterly makeup stipend, and much more!

POSITION SUMMARY

The Purchasing & Project Assistant Manager is a critical support role within the New Product Introduction (NPI) and Procurement team. This position is responsible for the day-to-day execution, coordination, and administrative management of purchasing, project tracking, supplier communication, and logistics activities that support successful product launches.

This role will serve as the operational backbone of the NPI team by managing data accuracy, maintaining project timelines, issuing and tracking purchase orders, coordinating follow-ups with suppliers and contract manufacturers, and ensuring internal stakeholders complete required actions on time. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced environment.

Experience with NetSuite and Wrike is strongly preferred.

RESPONSIBILITIES

Project Coordination & Administration

• Coordinate project plans, timelines, and task execution within Wrike to support New Product Introduction (NPI) initiatives.
• Monitor project schedules and proactively follow up with internal stakeholders to ensure tasks and deliverables are completed on time.
• Track project schedules and follow up with cross-functional teams to ensure assigned tasks and deliverables are completed on time.
• Maintain project action logs, identify overdue tasks, and escalate potential risks to the Planning Manager.
• Prepare meeting agendas, document meeting notes, distribute recaps, and track follow-up actions.
• Support weekly project review meetings by gathering updates, documenting project status, and highlighting potential risks.
• Ensure project records, milestones, and task assignments remain current and accurate within Wrike.
• Act as a central point of coordination between internal departments, suppliers, contract manufacturers, and external partners.

Purchasing & Purchase Order Management

• Create, issue, submit, and maintain NPI purchase orders within NetSuite.
• Administer the purchase order lifecycle, including revisions, confirmations, due date updates, and order closeout activities.
• Monitor supplier acknowledgements, production updates, and delivery schedules, escalating potential delays as needed
• Maintain accurate purchase order due dates and ensure records are updated in both NetSuite and Wrike.
• Track open purchase orders and follow up with suppliers and contract manufacturers to confirm production and delivery status.
• Identify and escalate late or at-risk purchase orders to the Planning Manager and Senior Director of NPI & Procurement.
• Support purchasing activities for sampling programs, including deluxe samples, blister packs, BOTF programs, and other assigned projects.
• Assist with purchasing reports, cost tracking, and data analysis to support planning and procurement activities.
• Maintain purchasing master data, including supplier information, lead times, minimum order quantities, and pricing records.

Supplier & Contract Manufacturer Management

• Serve as the primary day-to-day contact for supplier and contract manufacturer communications related to assigned projects
• Coordinate the collection of required documentation, project updates, production timelines, and status information from suppliers
• Support supplier onboarding by coordinating documentation and partnering with Finance, Master Data, and other internal teams
• Coordinate new vendor setup activities with Finance, Master Data, and other internal teams.
• Maintain organized supplier files, agreements, contracts, and compliance documentation.
• Ensure all required supplier documentation is received and maintained, including:
• Manufacturing Questionnaires
• Code of Conduct agreements
• Routing Guide acknowledgements
• Quality and compliance documentation
• Other onboarding requirements as needed

Logistics Coordination

• Coordinate inbound and outbound logistics activities for NPI projects in partnership with the Logistics team.
• Obtain packing slips, proof of delivery (POD), and shipment documentation from suppliers.
• Monitor shipment status to help ensure materials, components, and finished goods arrive according to project timelines.
• Communicate shipment status updates and proactively escalate any transportation or delivery risks.

REQUIREMENTS

• 4+ years of experience in purchasing, project coordination, supply chain, operations, or a related administrative support role.
• Personal Care or Beauty Industry Experience preferred
• Experience working in NetSuite or other ERP systems preferred.
• Experience using Wrike or similar project management software highly preferred.
• Strong organizational and time management skills.
• Exceptional attention to detail and follow-through.
• Ability to manage multiple priorities and deadlines simultaneously.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Excel, Outlook, Word, and PowerPoint.
• Comfortable working with suppliers, contract manufacturers, logistics providers, and cross-functional teams.
• Self-motivated, proactive, and solution-oriented with a strong sense of ownership.