Wholesale Operations Coordinator

RuffleButts•Flower Mound, TX

3d•Hybrid

About The Position

RuffleButts + RuggedButts is seeking a Wholesale Operations Coordinator to manage wholesale orders from placement through delivery. The coordinator is the primary point of contact for wholesale customers and sales representatives and manages day-to-day orders across Faire, NuOrder, and NetSuite. The role also maintains wholesale product catalogs, supports key account orders, tracks prebooks, manages promotional operations, and coordinates wholesale email campaigns. Success in the role includes accurate orders, prompt prebook releases, accurate product data, and responsive customer and representative support. The role handles customer inquiries and order changes, returns, replacements, refunds, account updates, payment collection, and order tracking. It manages Faire and NuOrder orders and listings, coordinates catalog and collection updates, monitors inventory and prebook orders, prepares operational reports, sets up promotions, and works with accounting, product, warehouse, creative, and operations teams. The position uses NetSuite, Faire, NuOrder, Syncware, RF Smart, and Power BI. Local travel for Dallas Market may be needed.

Requirements

At least 2 years of experience in wholesale, customer service, order management, or sales operations.
Hands-on experience with an ERP system; NetSuite is preferred.
Experience with B2B ordering platforms such as Faire or NuOrder.
Strong attention to detail when maintaining orders, fees, and product data 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

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

Responsibilities

Serve as the primary contact for wholesale customers through email, phone, and Faire messages, providing order status, ship dates, tracking updates, and product information.
Place orders for customers when requested or when technical issues arise; modify orders, shipping addresses, ship dates, and cancellations.
Resolve damaged or missing-item issues by coordinating replacements, refunds, store credit, return authorizations, and warehouse audits.
Create shipping labels in RF Smart; process return authorizations and replacement sales orders in NetSuite; receive returned items when applicable; and issue refunds in NuOrder or store credit.
Maintain wholesale customer account addresses and contact details.
Review and accept incoming Faire orders, apply discounts and prebook codes, vet new customers, handle commission disputes, and create or match NetSuite customer accounts.
Update Faire Direct representative codes and contact information, recalculate fees after order changes, and keep NetSuite and Faire records aligned.
Remove out-of-stock items from fulfilled orders, record them in the wholesale out-of-stock tracker, and monitor or manually enter tracking when synchronization fails.
Manage NuOrder payments, declined-payment follow-up, invoices, tax-document requests, sales tax, prebook coupon codes, refunds, and out-of-stock tracking.
Maintain product data and listings in Faire and NuOrder; flag missing or incorrect SKU, development code, linesheet, and other product data to the product team.
Sync new SKUs to NuOrder with CADs and descriptions, upload products to Faire using NetSuite data, manage prebooking quantity overrides, and update listings when NetSuite data changes.
Upload product flats and lifestyle images, build monthly NuOrder collection linesheets, add header and cover images, and link linesheets on the NuOrder homepage.
Manage dropped or delayed items by removing them from orders, deleting them from Faire, unsyncing them from NuOrder, adjusting ship dates, and splitting orders as needed.
Monitor committed orders and release prebooks promptly by collecting payment, reallocating inventory in NetSuite, and splitting orders to reduce delays.
Report on prebook sales and status, top-selling products and patterns, customer lists, and Power BI reporting.
Set up promotional pricing in NuOrder and tiered promotions in Faire.
Respond to wholesale applicants, ask qualifying questions, submit applications for emailed prospects, and follow up on NuOrder connection requests.
Resolve discrepancies with accounting, especially Faire fees and out-of-stock items; create sourcing sales orders and hand them off to operations.
Coordinate wholesale promotional email campaigns by submitting creative requests and building final emails for deployment.