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)
Rate: $10-18/hr USD

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 incomin