Wholesale Coordinator

Ana Luisa•, (Multiple States)

About The Position

Ana Luisa is seeking a Wholesale Coordinator to keep its wholesale business running smoothly. Reporting to the VP of Wholesale and working closely with the Wholesale Support Manager, this role owns order accuracy, sample and showroom logistics, product data, and market preparation for retail partners. The coordinator is the day-to-day operational point of contact for buyers and partners with Production, Operations, Merch, and Sales. The role includes supporting 6–8 trade shows and markets per year and requires the employee to be based in the CST or EST time zone and work Eastern Standard Time.

Requirements

At least 3 years of experience in wholesale, retail operations, or order management.
Wholesale experience is required.
Strong observational, analytical, and problem-solving skills.
Strong computer proficiency, including Google Suite, CRM systems, project management systems, and B2B ordering platforms.
Self-motivated, proactive, and able to communicate effectively across functions.
Must be based in the CST or EST time zone.
Must be able to work Eastern Standard Time.
Must be able to travel to trade shows in Atlanta; the posting specifies travel twice a year in this context.

Nice To Haves

Experience in jewelry, accessories, or fashion.
Experience working with sales agencies such as Ivy Stone, Harper Group, or Main Street.
Experience with retailers such as Nordstrom, Von Maur, Macy’s, Bloomingdale’s, or Dillard’s.

Responsibilities

Serve as the main point of contact for independent retailers and sales agency representatives.
Manage inbound retailer and representative inquiries, including B2B and B2B2C returns.
Proactively communicate with retailers and representatives about promotions, new or updated collections, and NGF items.
Pass CRM and external leads to agency representatives and the VP of Sales, and follow up monthly.
Assist with entering and maintaining purchase orders and sales orders, ensuring SKUs, pricing, and quantities are accurate.
Manage the order lifecycle from order placeholders through EDI transmission and maintain master data.
Send order confirmations to accounts before EDI transmission to validate details and keep orders on schedule.
Review EDI orders for accuracy and support transmission approvals, follow-up, and issue resolution.
Track open purchase orders from receipt through delivery, monitor shipments, and follow up on outstanding or delayed orders.
Respond to buyers about order status, availability, payments, shipping updates, and required documents.
Handle shipping extensions, reorders, returns, and exchanges as needed.
Track and regularly update inventory and available-to-sell positions.
Pull weekly selling data from key retailers and review opportunities with the VP of Wholesale.
Own product listings in Shopify and MarketTime, including creating, updating, and maintaining them.
Build and manage collections on Shopify and MarketTime so assortments remain accurate, current, and aligned with seasonal launches.
Support the manager with insights and patterns for quarterly SKU-level forecasting.
Generate product and collection barcodes for new assortments.
Organize and ship samples to buyers, including showroom and top-of-production samples for wholesale accounts.
Maintain a log of samples sent out and returned.
Support 6–8 trade shows and markets per year, from preparation through follow-up.
Conduct outreach to prospective wholesale accounts.
Keep internal CRM boards up to date with customer and lead records and the latest internal and external decisions.
Support the team across business functions for assigned accounts and take on special projects as assigned.