Wholesale & Ecommerce Operations Coordinator

JOB DETAILS

Job Title: Wholesale & Ecommerce Operations Coordinator
Location: Remote
Reports To: Operations / Leadership
Work Shift: Flexible with overlap during US business hours preferred
Working Hours: Part-Time (Approximately 20 hours/week; workload may vary seasonally)

Job Description

We are seeking a highly organized Wholesale & Ecommerce Operations Coordinator to support the day-to-day execution of wholesale, ecommerce, and fulfillment operations for a growing consumer brand.

The primary focus of this role is managing wholesale orders from approval through fulfillment, including coordinating with warehouse partners, communicating with specialty retail accounts, managing invoicing and payment follow-up, and ensuring orders are processed accurately and on time.

The role will also support ecommerce and broader operational workflows, including Shopify product setup, larger retail shipments, inbound inventory coordination, and warehouse management system updates. While some of these responsibilities may be introduced over time, we're looking for someone capable of growing into broader operational ownership as they become familiar with the business.

The ideal candidate is exceptionally detail-oriented, organized, proactive, and comfortable managing multiple moving pieces simultaneously. There are many order details, deadlines, retailer requirements, inventory movements, and internal trackers involved, so accuracy and follow-through are critical.

This is not a wholesale sales or inventory planning role. Success in this position depends on strong operational execution, attention to detail, communication, and the ability to keep orders and inventory-related workflows organized from start to finish.

Key Responsibilities

Wholesale Order Management

• Review and approve specialty wholesale orders based on established business guidelines

• Verify order requirements, minimum order quantities, inventory availability, and other relevant details

• Manage wholesale orders from approval through fulfillment

• Maintain accurate order records, documentation, and status trackers

• Monitor outstanding orders and proactively follow up on next steps

• Ensure orders are processed accurately and according to required timelines

• Help resolve order discrepancies and other operational issues as they arise

Specialty Retail Account Support

• Serve as a point of contact for specialty and boutique wholesale customers throughout the order process

• Communicate order updates, shipping timelines, inventory issues, and fulfillment changes

• Respond to order-related questions and help resolve customer issues

• Maintain professional and responsive communication across approximately 50–100 specialty store orders during a given season

• Ensure outstanding retailer requests and follow-ups are completed accurately and on time

Big-Box Retail Operations Support

• Support the operational execution of orders for larger retail partners

• Coordinate retailer-specific shipping requirements, labels, documentation, and other fulfillment requirements

• Prepare and organize information needed for upcoming retail shipments

• Coordinate with internal stakeholders and warehouse partners to ensure shipments are prepared correctly

• Track upcoming shipment requirements and proactively communicate necessary next steps

• Support the management of larger retail orders without owning direct retailer communication unless required

Warehouse & Fulfillment Coordination

• Coordinate with warehouse partners on order packing, shipping, and fulfillment

• Provide the warehouse with required order information, shipping labels, and documentation

• Monitor order and shipment progress to ensure deadlines are met

• Communicate inventory discrepancies or fulfillment issues to relevant stakeholders

• Help resolve packing, shipping, and fulfillment challenges

• Maintain clear communication between wholesale operations and warehouse partners

Inbound Inventory Coordination

• Support inbound inventory shipments from factories and suppliers

• Notify warehouse partners of upcoming inbound shipments

• Complete required inbound shipment forms and documentation

• Enter and maintain inbound shipment information within warehouse management systems

• Track inbound shipments and ensure required information is communicated accurately

• Help resolve discrepancies involving incoming inventory or warehouse receiving

• Maintain organized documentation related to inbound inventory movements

Shopify & Ecommerce Operations

• Create and update product information within Shopify

• Enter product details, images, descriptions, variants, and other required information for product launches

• Support product setup and launch preparation across Shopify

• Maintain accurate ecommerce product information

• Assist with updates across other ecommerce or retail platforms as required

• Coordinate with internal stakeholders to ensure product information is complete and accurate before launches

Invoicing & Payment Coordination

• Prepare and distribute wholesale invoices

• Track outstanding payments and follow up with specialty retail customers as needed

• Maintain accurate invoice and payment records

• Coordinate internally regarding payment status and order completion

• Help resolve basic invoicing or payment discrepancies

Reporting & Operational Tracking

• Maintain wholesale, inventory, shipment, and operational trackers in Google Sheets

• Use spreadsheets to track orders, deadlines, payments, shipments, and other operational information

• Ensure trackers remain accurate and up to date

• Organize operational data so outstanding tasks and upcoming deadlines are clearly visible

• Identify missing information, discrepancies, or potential issues before they impact fulfillment

• Support reporting and operational visibility as required

Operational Support

• Maintain organized wholesale and operational documentation

• Support seasonal wholesale market preparation, including product information, images, and platform updates

• Manage multiple priorities and deadlines across wholesale, ecommerce, warehouse, and inventory workflows

• Identify opportunities to improve operational processes and documentation

• Assist with additional ecommerce and wholesale operational responsibilities as the business grows

Qualifications

Required

• 2+ years of experience in wholesale operations, ecommerce operations, order management, sales operations, or a similar operational support role

• Experience supporting wholesale, retail, or B2B order operations

• Experience managing customer or wholesale orders from approval through fulfillment

• Experience coordinating with warehouses, fulfillment teams, 3PLs, or logistics partners

• Experience supporting ecommerce, apparel, fashion, consumer goods, or similar product-based businesses

• Hands-on experience with Shopify, including product setup, product information, or ecommerce administration

• Strong proficiency with Google Sheets, including maintaining trackers, organizing operational data, and using common spreadsheet formulas and functions

• Experience working with order, shipment, inventory, or fulfillment-related data

• Familiarity with invoicing or accounts receivable workflows

• Experience communicating professionally with business customers or wholesale accounts

• Strong organizational skills with exceptional attention to detail

• Ability to accurately manage workflows involving multiple steps, requirements, and deadlines

• Strong problem-solving skills and ability to manage multiple priorities simultaneously

• Strong follow-through and ability to proactively track outstanding tasks

• Excellent written and verbal English communication skills

• Comfortable learning and working within warehouse management systems and other operational platforms

• Ability to work independently in a fast-paced environment

Preferred

• Hands-on experience using a WMS or 3PL warehouse portal

• Experience supporting both specialty/boutique wholesale accounts and larger retail partners

• Experience preparing retailer shipping labels, documentation, or compliance requirements

• Experience preparing product information, images, or catalogs for wholesale platforms

• Experience improving operational processes, trackers, or documentation