Wholesale Operations Coordinator Full Time NEW

Overview

The Wholesale Operations Coordinator supports the wholesale sales function by managing order flow, account coordination, and operational execution across wholesale, production, and third-party channels. This role sits at the center of revenue operations, ensuring alignment between sales, production, logistics, and accounting, while maintaining accuracy across systems including NuORDER,

Airtable, Shopify, and QuickBooks.

The position has been expanded beyond a traditional sales admin role to include production coordination and cross-functional execution, offering visibility into the product lifecycle and a path toward production and product development.

Key Responsibilities:

Wholesale Operations & Order Management

• Manage wholesale order flow across Airtable and internal systems, ensuring accuracy

from order entry through fulfillment

• Maintain Master Wholesale Document and Order Analysis reporting

• Coordinate order releases, holds, and shipping within warehouse systems

• Manage order cuts, swaps, and oversold inventory, communicating solutions to accounts

• Send shipping confirmations, invoices, and tracking details to wholesale partners

• Support payment follow-ups in partnership with accounting

Account Management & Sales Support

• Maintain Active Accounts document, onboarding records, and territory tracking

• Manage wholesale inbox and coordinate inbound account inquiries

• Support weekly sales reporting and pipeline updates

• Provide marketing assets and product information to wholesale accounts

• Assist sales team with account coordination and administrative support

NuORDER & Systems Management

• Maintain NuORDER platform, including account setup, order approvals, and

troubleshooting

• Ensure ATS is aligned across NuORDER and internal reporting tools

• Sync and maintain accurate data across Shopify, Airtable, and internal trackers

Production Coordination & Custom Order Support

• Submit sample orders to factory across sales, trade shows, and client needs

• Receive and ship client samples, maintaining accurate tracking

• Build custom wholesale POs and coordinate with Production & Logistics on submission

and timelines

• Track X-Factory dates and ensure alignment across internal teams

• Maintain visibility of POs within team calendars, including key milestones and follow-

ups

• Approve or reject custom quotes within the custom calculator

• Communicate with wholesale accounts to manage CAD/panel approvals

3rd Party & E-commerce Operations

• Ensure accurate fulfillment of third-party and dropship orders, including manual

processing where required (e.g., Wolf & Badger)

• Maintain Open Order Reports and ensure order status visibility

• Coordinate returns, refunds, and exchanges across wholesale and e-commerce channels

• Support weekly reporting across third-party and online platforms

• Manage platform communication, including Faire account coordination

Tradeshow, Market & Sample Management

• Coordinate tradeshow logistics including shipments, schedules, and booth setup

• Support booth build-outs (layouts, sourcing, and materials coordination)

• Maintain sample tracker, ensuring all samples are accounted for pre- and post-market

• Track tradeshow expenses and support post-market follow-up

Operations & Licensing Support

• Support collegiate licensing applications and maintain documentation

• Track approvals and submit royalty reporting as needed

• Support onboarding and off-boarding of external sales reps

• Maintain internal operational trackers, including sample and reporting tools

Qualifications

• 2–4+ years experience in wholesale operations, sales administration, or order

management

• Experience with NuORDER, Airtable, Shopify, and QuickBooks preferred

• Strong organizational skills and attention to detail

• Comfortable working across multiple systems and workflows

• Strong communication skills and ability to coordinate cross-functionally

Working Style & Growth Opportunity

• Highly organized with strong operational follow-through

• Detail-oriented and process-driven

• Proactive and solutions-focused

• Comfortable managing multiple workflows in a fast-paced environment