Question 1: Tell me about yourself

“Hello, my name is Dao Thi Xuan. I graduated in Chemical Engineering from Ho Chi Minh
City University of Technology and Education

Currently, I am working as a Chemical Engineer at Teakwang Vina, where I support footwear

manufacturing for Nike. My main responsibilities include coordinating with suppliers and
internal teams, develop new model

I also have experience in analyzing lab test data, validating material quality, and supporting
material selection for outsole and upper components.

What makes me particularly interested in this role is that it strongly aligns with my
experience in supplier coordination, data tracking, and material development. I believe my
attention to detail, strong follow-up skills, and ability to work cross-functionally will allow
me to contribute effectively to your team.”

Question 2: Why do you want this Materials Coordinator role?

Well, I see this position matches perfectly with my background and interested

In my current role, I regularly follow up with suppliers, ensure materials meet testing and
production requirements. I understand how critical it is to keep everything on schedule and
maintain accurate documentation.

This position also involves working closely with development and production teams, which is
something I really enjoy. I see this opportunity as a step forward where I can apply my
current skills while learning more about global material systems and supplier management.”

Question 3: How do you ensure on-time sample delivery from suppliers?

“To ensure on-time delivery, I focus on proactive tracking and clear communication.

First, I create a tracking file in Excel to monitor all sample statuses, deadlines, and
responsible parties. Then, I follow up regularly with suppliers to confirm progress and
identify potential delays early.
If there is a risk of delay, I immediately communicate with internal teams and work with the
supplier to find solutions, such as prioritizing urgent samples or adjusting timelines.

In my current role, this approach has helped me maintain good control over sample progress
and avoid last-minute issues.”

Question 4: Tell me about your experience working with suppliers

“In my current role at Teakwang Vina, I work closely with both local and overseas suppliers.

I coordinate with them for new material development, follow up on sample progress, and
ensure they meet technical requirements and deadlines. I also communicate test results and
feedback from internal teams so suppliers can make necessary adjustments.

Additionally, I support documentation such as material specifications and test reports,

ensuring everything is aligned before moving to production.

This experience has helped me develop strong communication skills and the ability to handle
multiple suppliers at the same time.”

Question 5: How do you handle multiple tasks and priorities?

“I prioritize tasks based on urgency and impact on production timelines.

I usually start by listing all tasks and categorizing them into urgent, important, and routine.
Then, I use tools like Excel or task lists to track progress and deadlines.

For urgent issues, such as delayed samples or failed tests, I address them immediately and
communicate with relevant stakeholders.

In my current role, I often manage multiple materials and projects at the same time, so
staying organized and maintaining clear communication is key to ensuring everything runs
smoothly.”

Question 6: Describe your experience with data tracking and reporting

“I have strong experience in data tracking and reporting, especially using Excel.
I regularly maintain material tracking files, monitor sample progress, and update testing
results.

For example, I have worked on analyzing testing data to detect material inconsistencies,
which helped the team adjust processes and improve product quality.

I understand that accurate data is very important for decision-making, so I always ensure my
reports are clear, organized, and up-to-date.”

Question 7: How do you ensure accuracy in documentation (POs, invoices, reports)?

“I ensure accuracy by following a structured checking process.

First, I carefully review all information such as material codes, quantities, and pricing before
submitting documents. Then, I cross-check with related data sources like supplier quotations
or system records.

I also make sure all documents are properly stored and updated in the correct folders for easy
tracking.

Because I understand that even small errors can cause delays or cost issues, I always double-
check my work and maintain high attention to detail.”

Question 8: Tell me about a problem you faced and how you solved it

“In one project, a supplier delayed delivering a critical material sample, which could have
affected the development timeline.

I immediately contacted the supplier to understand the issue and found that it was due to a
production delay. Then, I worked with them to prioritize our order and requested partial
shipment for urgent testing.

At the same time, I informed internal teams and adjusted the testing schedule to minimize
impact.

As a result, we were able to continue the development process with minimal delay. This
experience taught me the importance of proactive communication and flexibility.”

Question 9: Are you comfortable working in a factory and lab environment?

“Yes, I am very comfortable working in both factory and lab environments.

In my current role, I regularly work with production lines and laboratories to monitor
processes, review test results, and ensure material quality.

I actually enjoy being close to the production environment because it helps me better
understand the product and solve issues more effectively.”

Question 10: What are your strengths for this role?

“My key strengths are strong coordination skills, attention to detail, and data management
ability.

I am good at tracking multiple tasks, following up with stakeholders. I also have solid
experience in analyzing data and maintaining accurate documentation.

Additionally, my background in chemical engineering and footwear manufacturing allows me

to understand materials from both a technical and operational perspective.

Question 11: How do you handle a situation where a supplier provides incorrect or
inconsistent data (e.g., pricing or material specs)?

“When I notice inconsistent data, I first verify it against internal records or previous
quotations.

Then, I contact the supplier to clarify the discrepancy and request confirmation or correction.
I make sure to document all communication for transparency.

If the issue impacts timelines or costing, I immediately inform relevant stakeholders so they
can adjust accordingly.

In my current role, I’ve handled similar situations by staying detail-oriented and proactive,
which helped avoid downstream errors in production.”

Question 12: This role requires managing a lot of documentation. How do you stay organized

“I use a structured system to manage all documents.

For example, I organize files by project, material type, and development stage, ensuring
everything is stored in clearly labeled folders.

I also maintain tracking sheets to monitor document status, such as whether quotations, test
reports, or approvals are completed.

This approach allows me to quickly retrieve information and ensures nothing is missed, even
when handling multiple projects.”

Question 13: How would you manage communication with overseas stakeholders?

“I focus on clear, concise, and professional communication.

I usually summarize key points in emails, highlight deadlines, and confirm understanding to
avoid miscommunication.

Since time zone differences can cause delays, I try to anticipate questions and provide
complete information upfront.

In my current role, I’ve communicated with Nike teams and suppliers, so I’m familiar with
working in an international environment and adapting communication styles when needed.”

Question 14: What would you do if multiple urgent tasks come at the same time?

“I would quickly assess the priority based on business impact, deadlines, and dependencies.

Tasks affecting production timelines or customer delivery would be handled first.

At the same time, I would communicate with stakeholders to align expectations and, if
needed, ask for support or adjust timelines.

I believe clear communication and prioritization are key to managing multiple urgent tasks
effectively.”

Question 15: How do you ensure color accuracy in materials? (Important for this JD

“To ensure color accuracy, I follow both visual and technical validation processes.

I compare lab dips or strike-offs with approved color standards and design requirements. I
also review test results and ensure consistency across different batches.
If there is any discrepancy, I coordinate with suppliers to adjust formulations or processes.

In my current role, I support material validation and understand how critical color
consistency is for product quality and brand standards.”

Question 16: What experience do you have with KPI tracking and reporting?

“I have experience analyzing KPI data related to production and material testing.

I track key indicators such as sample completion timelines, test pass rates, and material
performance.

By analyzing this data, I can identify trends or issues and propose improvements. For
example, I’ve supported identifying inconsistencies in testing results, which helped improve
process control.

I understand that KPI tracking is important for continuous improvement and decision-
making.”

Question 17: How do you handle pressure and tight deadlines?

“I stay calm and focus on prioritization and execution.

I break down tasks into smaller steps and focus on completing the most critical ones first.

I also maintain close communication with stakeholders to ensure alignment and avoid
misunderstandings.

In my current role, working with development timelines has helped me adapt to pressure, and
I’ve learned how to stay organized even in fast-paced situations.”

Question 18: What would you do if a sample fails lab testing?

“If a sample fails testing, I first review the test report to understand the root cause.

Then, I communicate the results to the supplier and internal teams, and work together to
identify corrective actions.

This may involve adjusting material formulation, changing processes, or requesting a new
sample.
I also track the re-submission closely to ensure the issue is resolved quickly and does not
impact the timeline.”

Question 19: How do you support cost control in material management

“I support cost control by ensuring pricing data is accurate and up-to-date.

I track supplier quotations, compare pricing across suppliers, and highlight any significant
changes.

I also communicate cost updates to relevant teams so they can make informed decisions.

By maintaining accurate data and monitoring trends, I can help prevent unexpected cost
increases.”

Question 20: Why should we hire you?

“I believe I am a strong fit because my experience closely matches the requirements of this
role.

I already have hands-on experience in footwear manufacturing, supplier coordination,

material tracking, and data reporting.

I am detail-oriented, proactive, and comfortable working in a fast-paced environment with

multiple stakeholders.

Additionally, I am eager to learn and grow, and I am confident that I can quickly adapt and
contribute to your team’s success.”

Question 21: Tell me about a time you disagreed with a stakeholder

“In one case, there was a disagreement about whether a material was ready for production.

I reviewed the test data and found that some parameters were still not stable. I presented the
data clearly and explained the risks of proceeding.

After discussion, we agreed to conduct additional testing before approval.

This helped avoid potential quality issues in production. I believe using data and clear
communication is the best way to handle disagreements.”
Question 22: How do you ensure continuous improvement in your work?

“I regularly review my processes and look for areas to improve efficiency.

For example, I optimize tracking files to make them clearer and easier to update. I also learn
from past issues, such as delays or errors, to prevent them in future projects.

I believe continuous improvement comes from both experience and willingness to learn.”

Job Purpose

● Support and coordinate material-related activities for both development and

production
● Ensure accurate data, timely delivery, and smooth communication between teams
and suppliers

1. Supplier & Order Management

● Issue and update purchase orders (POs)

● Follow up on sample orders and delivery timelines
● Review and track supplier invoices and quotations
● Coordinate with shippers (e.g., DHL) when needed

2. Material Tracking & Data Management

● Maintain and update Seasonal Material Grid (SMG)

● Track material status, sample progress, and approvals
● Manage and organize documentation, reports, and databases
● Generate and analyze KPI data

3. Cross-functional Coordination

● Work closely with factories, suppliers, development (PD), and management teams
● Communicate updates on material status, costing, and changes
● Support meeting notes, reporting, and issue resolution

4. Color & Sample Management

● Coordinate color development (lab dips, strike-offs)

 ● Ensure color accuracy and consistency
● Manage color swatches and material libraries
● Support sample review and approval processes

5. Process & Compliance

● Track supplier certifications (e.g., LWG compliance)

● Support onboarding of new suppliers
● Ensure materials are “Buy Ready” on time
● Maintain organized systems for material libraries and documentation

Key Requirements

● Strong skills in Excel and MS Office

● Good at organization, multitasking, and attention to detail
● Strong communication and coordination skills
● Ability to work under pressure and meet deadlines
● Experience in supplier coordination (preferred)
● Interest or experience in footwear manufacturing
● Good English communication (Mandarin is a plus)
● Willing to work in factory/lab environments

In One Sentence (for interview use):

“This role focuses on coordinating materials, managing supplier communication, tracking

data and samples, and ensuring accurate, on-time delivery of materials for both development
and production.”

Overview

● FitFlop is a global footwear brand founded in 2007 by entrepreneur Marcia Kilgore.

● The company is headquartered in London, UK, with operations worldwide, including
offices in Asia (e.g., Vietnam, China).
● Its products are sold in 60–70+ countries globally.

Core Concept

● FitFlop combines biomechanics + fashion design to create footwear that is:

 ○ Comfortable
○ Supportive
○ Stylish
● The brand focuses on scientifically engineered footwear that works with the body’s
natural movement and alignment.

👉 Key idea:
“A footwear brand driven by science, not just fashion.”

Technology & Innovation

● Developed with biomechanists and engineers

● Key technologies include:
○ Ergonomic design
○ Shock-absorbing cushioning
○ Rebound and support systems
● Products are designed to:
○ Improve balance and posture
○ Reduce pressure on feet
○ Enhance energy efficiency when walking

Product Range

● Wide range of footwear:

○ Sandals, flip-flops
○ Sneakers, flats
○ Boots, clogs, mules
● Products target men, women, and children

Brand Positioning

● Combines 3 key pillars:

○ Advanced Technology
○ Outstanding Comfort
○ Modern Design
● Many products are recognized for promoting foot health (e.g., APMA-certified).
Mission & Vision

●
Mission:
move better, feel better, and live more actively

●
Vision:
“smart footwear” that enhances everyday life through science and
innovation

Short Version (for interview – very important)

“FitFlop is a global footwear brand founded in 2007, known for combining biomechanics and
engineering with stylish design. The company focuses on creating comfortable, scientifically
engineered footwear that improves movement, posture, and overall foot health, and its
products are sold worldwide.”