Wholesale Operations Coordinator

RuffleButts • Flower Mound, TX

4d • Hybrid

About The Position

RuffleButts + RuggedButts is a digitally native premium children’s apparel company founded in 2007. Its products are sold through its websites, Amazon, select retailers, and specialty retail locations. The Wholesale Operations Coordinator keeps wholesale orders moving from placement to delivery, serves as the primary contact for wholesale customers and sales representatives, and manages daily orders across Faire, NuOrder, and NetSuite. The role also maintains the wholesale product catalog, supports key account orders, tracks prebooks, and manages the operational side of promotions. Success is measured by accurate orders, fast prebook releases, clean product data, and responsive customer and representative service.

The coordinator handles customer inquiries and order changes, order intake and processing across wholesale platforms, payment and refund issues, product and collection data, prebook monitoring and reporting, promotions, applicant follow-up, and coordination with accounting, warehouse, product, creative, and operations teams. The role also coordinates wholesale promotional email campaigns. The position offers a hybrid work environment and may require local travel for Dallas Market as needed.

Requirements

• At least 2 years of experience in wholesale, customer service, order management, or sales operations; apparel or consumer-products experience is ideal.
• Hands-on experience with an ERP system, preferably NetSuite, and B2B ordering platforms such as Faire or NuOrder.
• Strong attention to detail in keeping orders, fees, and product data synchronized across multiple systems.
• Clear, friendly written and verbal communication with customers, sales representatives, and internal teams.
• Ability to manage a high volume of requests, prioritize work, and follow through.
• Comfort with spreadsheets and basic reporting.
• Availability to travel locally for Dallas Market as needed.

Nice To Haves

• Power BI experience.
• Familiarity with EDI, retailer compliance, and international shipping documents.
• Experience in apparel or consumer products.

Responsibilities

• Serve as the primary contact for wholesale customers through email, phone, and Faire messages; provide order status, shipping dates, tracking updates, and product information.
• Place orders for customers when requested or when technical issues arise, and modify existing orders, including item changes, address updates, ship-date changes, and cancellations.
• Resolve damaged or missing-item issues through replacements and refunds; coordinate replacement audits with the warehouse and process related labels, returns, and sales orders.
• Maintain customer account details, including addresses and contacts.
• Review and accept incoming Faire orders, set order statuses, apply discounts and promotions, vet new customers, manage commission disputes, and create or match NetSuite customer accounts.
• Update Faire Direct customer representative codes and contact information; recalculate fees after order changes and keep NetSuite and Faire records aligned.
• Manage out-of-stock items and tracking synchronization across Faire, NetSuite, and wholesale tracking records.
• Manage NuOrder orders, collect payment on immediate orders lacking payment, follow up on declined payments, send invoices when requested, and handle tax-document requests and applicable sales tax.
• Apply prebook coupon codes and process out-of-stock item removals and refunds in NuOrder.
• Maintain product data in Faire and NuOrder; flag SKU, development-code, linesheet, and missing-data errors to the product team.
• Sync new SKUs and product information to NuOrder, upload products to Faire, manage quantity overrides for prebooking, and update Faire product details when NetSuite changes.
• Upload product images, build monthly collection linesheets in NuOrder, and manage dropped or delayed items by updating listings, orders, ship dates, and order splits as needed.
• Monitor committed orders and release prebooks promptly by collecting payments, reallocating inventory in NetSuite, and splitting orders to reduce delays.
• Report on prebook sales, open prebook status, top-selling products and patterns, customer lists, and Power BI reporting.
• Set up promotional pricing and tiered promotions across NuOrder and Faire.
• Respond to wholesale applicants, ask qualifying questions, submit emailed prospects’ applications, and follow up on NuOrder connection requests.
• Resolve discrepancies with accounting, particularly Faire fees and out-of-stock items.
• Create sourcing sales orders and hand them off to operations.
• Coordinate wholesale promotional email campaigns, submit creative requests, and build final emails for deployment.

Benefits

• Competitive base compensation
• Paid vacation
• Paid holidays
• Health benefits
• Dental benefits
• 401(k) with matching
• Hybrid work environment
• Casual dress code

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed